Painting workshop checklist: what to arrange and when

A painting workshop needs more preparation than a room, canvases and paint. You need a clear programme, confirmed registrations, organised workstations and enough time for paint to dry. Use this checklist to work through the planning in order, from booking the space and sending invitations to setting up tables, refreshments and sample artwork. The final room check should happen before participants arrive, while the materials are still easy to adjust.

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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

Reserve workshop space
Set the date and program
Design invitation
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Send practical information
Check the shopping list
Purchase painting supplies
2 people
Do the shopping
2 people
Check materials and groceries
2 people
Sort canvases
2 people
Distribute paint and brushes
2 people
Prepare name badges
Set up sample painting
Store catering chilled
2 people
Open and ventilate the room
2 people
Set up tables and chairs
3 people
Cover the tables
2 people
Set up painting stations
3 people
Set out paint and water
2 people
Prepare coffee and tea
2 people
Set up the reception table
Test music and lighting

Event

Receive participants
2 people
Register attendance
Give safety instructions
Demonstrate painting technique
Have participants paint
3 people
Top up paint and water
2 people
Serve coffee and tea
2 people
Serve snack breaks
2 people
Check painting work in progress
2 people
Set up the evening meal
3 people
Serve dinner
3 people
Refill drinks
2 people
Clear dishes as you go
2 people
Supervise the second coat of paint
3 people
Let finished works dry
2 people
Facilitate work meeting
Move paintings safely
2 people
See participants off
2 people

Aftercare

Seal leftover paint
2 people
Wash brushes and palettes
3 people
Clean tables and floors
3 people
Collect and take away waste
2 people
Put furniture back
3 people
Lock up the venue
2 people
Let paintings cure
Inventory painting materials
2 people
Store reusable materials
2 people
Return rental items
Pack paintings
2 people
Hand paintings to participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Work stoolsqty 4
Clothing rack

Creative materials

Easelsqty 24
Painting canvasesqty 28
Acrylic paintqty 120
Brushesqty 96
Mixing palettesqty 24
Water cupsqty 30
Apronsqty 28
Tableclothsqty 6
Pencilsqty 30
Erasersqty 30
Pencil sharpenersqty 6
Painter's tapeqty 8
Drying racksqty 4
Name badgesqty 30

Equipment

Bluetooth speaker
Extension cordsqty 2
Power stripsqty 4
Hair dryerqty 2

Tableware

Reusable cupsqty 30
Platesqty 30
Cutlery setsqty 30
Coffee cupsqty 30

Kitchen

Thermos flasksqty 4
Serving traysqty 4
Serving spoonsqty 4
Coolersqty 2

Cleaning

Bucketsqty 3
Cleaning spongesqty 12
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the date and programme before sending invitations, then close registrations early enough to confirm the participant list and collect dietary requirements. Send the practical details several days before the workshop, including arrival time, duration and clothing advice.
Count painting materials by participant, not just by table. Prepare one canvas, set of brushes, water cup, palette and apron per person, then add a small reserve for damaged or misplaced items.
Allow at least 60–90 minutes for room setup. Cover the tables, position easels and stools, label stations if needed, and leave enough space between participants to move safely with paint and water.
Prepare a drying area before the workshop starts. Drying racks or a clearly marked surface prevent wet paintings from being stacked, while a hair dryer can help with time-sensitive steps if the instructor uses one.
Do the final check 30 minutes before arrival: ventilate the room, test the lighting and speaker, set out name badges, prepare coffee and tea, and keep chilled catering in coolers until it is needed.

Frequently asked questions

How far in advance should I organise a painting workshop?: Book the workshop space and set the date at least 6–8 weeks ahead. Send invitations once the programme and registration method are ready, and buy materials after you have a reliable participant count.
How much time do I need to set up a painting workshop?: Plan for 60–90 minutes of setup before guests arrive. The tables, chairs, stools, covered surfaces and painting stations take the most time, especially when each participant needs separate paint, brushes and water.
How many painting supplies do I need per person?: Prepare one canvas, apron, palette, water cup and basic brush selection per participant. Add roughly 10% extra brushes, pencils and other small supplies so one missing or damaged item does not interrupt the workshop.
When should I send the practical information for a painting workshop?: Send it 3–5 days before the workshop, after registrations and dietary requirements have been checked. Include the arrival time, programme, expected duration, clothing guidance and any information participants need to bring.

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