Painting workshop checklist: what to arrange and when

A painting workshop runs smoothly when the room, materials, registrations, and refreshments are ready before participants arrive. Confirm the workshop space first, then handle invitations, dietary requirements, supplies, and the programme in sequence. On the day, allow time to cover floors and tables, arrange each workstation, prepare demonstrations, and set up reception. This checklist includes the details that are easy to leave until the last minute, from drying racks and extension cords to clean tables between uses.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm workshop room
Send invitations
Process registrations
Collect dietary requirements
Send program to attendees
Order painting supplies
Order catering
Do the shopping
2 people
Check materials
2 people
Set out painting samples
Set up tables
3 people
Set up chairs
2 people
Set up workstations
3 people
Cover the floor and tables
2 people
Distribute paint and brushes
3 people
Set out coffee and tea
2 people
Set up the reception desk

Event

Receive participants
2 people
Explain the workshop
Demonstrate the technology
Guide participants
3 people
Serve coffee and tea
2 people
Refill drinks
Serve break snacks
2 people
Clean work tables between uses
2 people
Supervise the second coat of paint
3 people
Let the paintings dry
2 people
Present projects
See participants off
2 people

Aftercare

Collect paint and tools
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the room
3 people
Collect and take away waste
2 people
Let materials dry
Return materials

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 6
Chairsqty 22
Work stoolsqty 4
Drying racksqty 3

Equipment

Easelsqty 22
Kettlesqty 2
Coffee maker
Extension cordsqty 3

Kitchen

Thermos flasksqty 3
Coolersqty 2

Tableware

Mugsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24

Decorations

Name badgesqty 24
Table runnersqty 6
Display standsqty 12
Directional signsqty 6

Painting supplies

Acrylic paint setsqty 10
Painting canvasesqty 24
Brushesqty 60
Mixing palettesqty 24
Water cupsqty 24
Pencilsqty 24
Erasersqty 24
Palette knivesqty 12
Mixing bowlsqty 12
Apronsqty 24
Brush holdersqty 12
Worksheetsqty 24
Poster puttyqty 4
Rulersqty 12
Hair dryersqty 2

Cleaning

Washing-up tubsqty 3
Bucketsqty 3
Spongesqty 6
Cleaning clothsqty 12
Trash binsqty 4

Catering

Groceries

Tips

Confirm the room at least 2–3 weeks before the workshop and check that there is enough space for tables, chairs, easels, drying racks, and clear walkways.
Order canvases, acrylic paint sets, brushes, palettes, water cups, aprons, pencils, erasers, and worksheets as soon as registrations close; add a small reserve for late replacements.
Send the programme and practical arrival information at least 3 days beforehand, and process registrations together with dietary requirements so catering is not arranged blindly.
Set up workstations before participants arrive: cover floors and tables, place materials at each seat, prepare painting samples, and test kettles, the coffee machine, and extension cords.
Leave at least 30 minutes after the workshop for cleaning work tables, collecting reusable materials, storing wet paintings on drying racks, and clearing the reception and refreshment areas.

Frequently asked questions

How far in advance should I plan a painting workshop?: Confirm the workshop room 2–3 weeks ahead and order specialist painting materials once registrations close. Send the final programme and arrival details at least 3 days before the session.
How many painting supplies do I need per participant?: Prepare one canvas, apron, pencil, eraser, mixing palette, water cup, and brush set per participant. Keep 10% extra brushes, palettes, and cups available for damage or replacements.
How long does it take to set up a painting workshop?: Allow 60–90 minutes for tables, chairs, easels, covered surfaces, materials, samples, reception, and refreshments. Add another 30 minutes afterward for cleaning and moving wet paintings to drying racks.
When should I collect dietary requirements for a painting workshop?: Ask for dietary requirements during registration and confirm the final list 3–5 days before the workshop. Use that list when ordering break snacks and preparing coffee and tea service.

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