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Painting workshop checklist: what to arrange and when

A painting workshop needs more than canvases and paint. You need a clear schedule, confirmed registrations, enough workspace, and a setup that keeps water, brushes and refreshments manageable. Start by confirming the date and venue, then build the participant list and order materials against the final numbers. In the last few days, check every supply, prepare name badges and sample artwork, and plan enough time to cover tables before guests arrive.

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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

  • Create workshop schedule

  • Send invitations

  • Process registrations

  • Collect dietary requirements

  • Check participant list

  • Take inventory of supplies

  • Reserve tables and chairs

  • Order materials

  • Book catering

  • Check the lighting

  • Select music

  • Make sample painting

  • Send participant information

  • Do the shopping

    2 people

  • Check painting supplies

    2 people

  • Make worktops and name badges

  • Prepare catering

    2 people

Event

  • Open venue

    2 people

  • Set up tables and chairs

    3 people

  • Cover workstations

    2 people

  • Set out painting supplies

    3 people

  • Chill drinks

  • Prepare coffee and tea

  • Set up the buffet table

    2 people

  • Set up the reception table

  • Receive participants

    2 people

  • Serve welcome drinks

    2 people

  • Introduce workshop

  • Demonstrate painting technique

  • Guide participants

    2 people

  • Refill drinks

  • Restock work tables as needed

    2 people

  • Serve snack breaks

    2 people

  • Serve dinner

    3 people

  • Let the paintings dry

    2 people

  • Label the projects

    2 people

  • Handle the closing

  • See participants off

    2 people

Aftercare

  • Collect painting supplies

    3 people

  • Wash dishes

    2 people

  • Clean work tables

    3 people

  • Collect waste

    2 people

  • Mop the venue

    2 people

  • Remove decorations

    2 people

  • Let materials dry

  • Pack items safely

    2 people

  • Return borrowed items

    2 people

  • Store leftover materials

  • Deliver or collect artworks

What to bring

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

Furniture

  • Work tablesqty 6
  • Chairsqty 32
  • Buffet table
  • Reception desk

Art supplies

  • Painter's canvasesqty 32
  • Acrylic paint setsqty 32
  • Small brushesqty 40
  • Brushes mediumqty 40
  • Large brushesqty 24
  • Mixing palettesqty 32
  • Water tubsqty 32
  • Pencilsqty 40
  • Erasersqty 32
  • Scissorsqty 16
  • Apronsqty 32
  • Table easelsqty 32
  • Project labelsqty 40
  • Packaging cardboardqty 35
  • Paper towelsqty 4
  • Covering filmqty 4

Tableware

  • Reusable cupsqty 40
  • Platesqty 40
  • Cutlery setsqty 40
  • Coffee cupsqty 32

Kitchen

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

Equipment

  • Bluetooth speaker
  • Extension cordsqty 3
  • Power stripsqty 4
  • Presentation stand

Lighting

  • Standing lampsqty 4

Decorations

  • Name card holdersqty 6
  • Table décorqty 6

Cleaning

  • Cleaning bucketsqty 3
  • Spongesqty 8
  • Floor squeegeesqty 2
  • Waste binsqty 4

Catering

  • Groceries

Tips

  • Set the schedule before sending invitations. Include arrival, introduction, painting time, breaks, catering and cleanup, then tell participants what time to arrive.
  • Order materials from the confirmed registration list, not your first estimate. Allow one canvas, easel and apron per participant, plus spare brushes, palettes and water tubs for breakages or spills.
  • Check the room layout at least one week ahead. Make sure each workstation has enough space for a canvas, palette and water tub, and that the lighting works for detailed painting.
  • Prepare participant information at least three days before the workshop. Include the start time, venue instructions, what to wear, dietary arrangements and when finished paintings can be collected or packed.
  • Arrive early enough to cover every workstation before setup begins. Put out supplies in the order people will use them, chill drinks, and set up coffee, tea and the buffet separately from the painting area.

Frequently asked questions

How far in advance should I plan a painting workshop?
Confirm the date and location at least 4–6 weeks ahead. Send invitations early enough to close registrations, collect dietary requirements and order the correct quantity of materials.
How many painting supplies do I need per participant?
Plan one canvas, table easel, apron, palette and basic brush selection per participant. Add at least 10% spare consumables and a few extra brushes, pencils and erasers for damage or loss.
When should I send painting workshop information to participants?
Send the practical information at least three days before the workshop, after the participant list is checked. Send an updated message sooner if the venue, start time or catering details change.
How early should I arrive to set up a painting workshop?
Allow 90–120 minutes before participants arrive. This gives you time to arrange tables and chairs, cover worktops, set out supplies, check lighting and prepare drinks and catering without rushing.

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