Painting workshop checklist

A painting workshop runs smoothly when the practical details are settled before participants arrive. Confirm the date, venue and workshop leader first, then manage registrations, dietary requirements, catering and the supply order. In the final days, prepare one complete set of materials per participant and arrange the room so every workstation is ready. This checklist also covers the details that are easy to leave too late, such as drying space, table protection, drinks and lighting.

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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 date and location
Assign workshop leader
Take inventory of supplies
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Order catering
Order painting supplies
Share the location and route
Check registrations and dietary requirements
Check the shopping list
Do the shopping
2 people
Pick up painting supplies
2 people
Prepare materials per participant
2 people
Set up tables and chairs
3 people
Set Up Easels
2 people
Cover the tables
2 people
Test lighting and music
Chill drinks
Prepare coffee and tea
Set up the reception area
2 people

Event

Welcome participants
2 people
Assign workstations
2 people
Explain the workshop
Demonstrate painting technique
Guide participants
2 people
Refill drinks
Serve snacks
2 people
Clean work tables between uses
Restock break snacks
Allow final results to dry
2 people
Safely pack paintings
2 people
See participants off
2 people

Aftercare

Seal off paint residue
2 people
Sort and remove waste
2 people
Wash dishes and glasses
2 people
Put tables and chairs back
3 people
Clean work area
2 people
Dry and Store Painting Materials
2 people
Return borrowed materials
Store leftover materials
Send participants' photos

What to bring

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

Furniture

Tablesqty 6
Chairsqty 20
Presentation table
Coat racksqty 2

Painting supplies

Painting canvasesqty 20
Easelsqty 20
Acrylic paint setsqty 20
Small brushesqty 40
Brushes mediumqty 40
Large brushesqty 20
Mixing palettesqty 20
Water bowlsqty 20
Pencilsqty 25
Erasersqty 20
Palette knivesqty 20
Painting apronsqty 20
Drying racksqty 2
Cleaning clothsqty 20
Masking tapeqty 6
Palette knivesqty 20

Tableware

Drinking glassesqty 30
Coffee cupsqty 25
Platesqty 25
Cutlery setsqty 25

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Serving traysqty 4
Coolersqty 3

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 4

Lighting

Standing lampsqty 4

Decorations

Table runnersqty 6
Name badgesqty 20
Pensqty 25

Cleaning

Bucketsqty 4
Sponge clothsqty 12
Trash binsqty 4

Catering

Groceries

Tips

Prepare one canvas, easel, apron, pencil, eraser, brushes, palette, water bowl and paint set for each participant before the room opens. Add a small spare supply of frequently used items so one missing brush does not interrupt the workshop.
Set up tables and chairs with enough room for easels, palettes and water bowls before covering the tables. Keep cleaning cloths and masking tape within reach instead of storing them at the reception area.
Check the participant list against registrations and dietary requirements before ordering catering. Do this at least 3 days before the workshop so late changes do not affect the food order.
Create a drying area before the first painting starts. Drying racks should be accessible without participants carrying wet canvases through the reception or refreshment area.
Prepare coffee, tea, chilled drinks and serving items separately from the painting stations. Test the lighting and Bluetooth speaker during setup, because poor light or unclear instructions can slow down the workshop from the first explanation.

Frequently asked questions

How far in advance should I plan a painting workshop?: Confirm the date, location and workshop leader at least 4 weeks ahead. Open registrations early enough to finalise the participant list, catering and painting supplies at least 3 days before the event.
How much painting material do I need per person?: Prepare one canvas, easel, apron, acrylic paint set, mixing palette, water bowl and pencil-and-eraser set per participant. Provide a usable selection of small, medium and large brushes at every workstation, plus a few spare sets for replacements.
When should I order catering for a painting workshop?: Order catering after registrations and dietary requirements have been checked, preferably 3 days before the workshop. Keep drinks, coffee and tea separate from the painting materials so refreshments can be served without disturbing the workstations.
How long does it take to set up a painting workshop?: Allow at least 90 minutes for tables, chairs, table covers, easels, materials, drying racks and the reception area. Add extra time if supplies still need to be collected or materials must be divided into individual participant sets.

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