Painting Workshop Checklist

A painting workshop runs smoothly when the creative work is ready before participants arrive. Use this checklist to plan the theme, reserve the room, manage registrations, order and check materials, and prepare each workstation. Allow enough time to label canvases, finish the sample painting, cover tables, divide paint, and set up drying space. The plan also covers coffee and tea, storage for coats and bags, the introduction, and the first guided painting exercise.

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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

Define theme and technology
2 people
Reserve venue and room
Send invitations
Process registrations
Collect dietary requirements
Create final participant list
Send instructions to participants
Order painting supplies
Check materials
2 people
Do the shopping
2 people
Label canvases
2 people
Finish the sample painting
Select music
Clean the room
2 people
Set up tables and chairs
3 people
Cover workstations
3 people
Set out painting supplies
3 people
Distribute paint per workstation
3 people
Prepare coffee and tea
2 people

Event

Receive participants
3 people
Designate coat and bag storage
Serve coffee and tea
2 people
Explain the workshop program
Demonstrate painting technique
Get participants started
3 people
Guide participants individually
3 people
Refill drinks
2 people
Serve snacks
2 people
Lead the break
2 people
Clean work tables between uses
2 people
Guide the second painting phase
3 people
Let the paintings dry
2 people
Present projects
2 people
Take group photo
Safely pack paintings
3 people

Aftercare

Sort paint and brushes
3 people
Wash dishes
2 people
Collect waste
2 people
Thoroughly clean the space
3 people
Put furniture back
3 people
Inventory materials
Return materials
Send thank-you message

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 45
Presentation table
Coat racksqty 2
Waste binsqty 4

Equipment

Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4
Kettlesqty 2
Coffee maker

Painting supplies

Painting canvasesqty 45
Acrylic paint setsqty 45
Brush setsqty 45
Palletsqty 45
Mixing bowlsqty 90
Water cupsqty 90
Pencilsqty 45
Erasersqty 45
Pencil sharpenersqty 10
Palette knivesqty 20
Spongesqty 30
Mixing palettesqty 10
Easelsqty 45
Painter's tapeqty 12
Cloth clipsqty 90
Drying racksqty 5
Paint can openersqty 6
Apronsqty 45
Nitrile glovesqty 100
Work glovesqty 10

Kitchen

Coffee potsqty 3

Tableware

Mugsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50

Catering

Serving traysqty 4
Small bowlsqty 12
Drink dispensersqty 2
Coolersqty 3
Picnic blanketsqty 6
Groceries

Decorations

Name badgesqty 50
Table runnersqty 6
Clipboardsqty 6
Arrow stickersqty 12

Cleaning

Microfiber clothsqty 12
Spongesqty 10
Bucketsqty 4
Floor squeegeesqty 2
Hand broomsqty 2
Dustpan and brushqty 2
Paint waste binsqty 4

Packaging

Painting coversqty 45
Paper carry bagsqty 50
Bubble wrap
Cardboard boxesqty 10

Tips

Create the final participant list before dividing materials. It gives you a reliable count for canvases, paint sets, brushes, aprons, chairs, and individual workstations.
Check every painting kit at least 2 days before the workshop. Open paint containers, test the brushes, count canvases, and confirm that pencils, erasers, palettes, water cups, and cleaning supplies are ready.
Finish the sample painting before sending the participant instructions. Include the start time, room details, what to wear, and whether participants should bring anything; send this information at least 3 days in advance.
Set up tables, chairs, covered workstations, easels, and drying racks before guests arrive. Keep paint, water, brushes, sponges, palette knives, and mixing materials within reach at every station rather than distributing them during the demonstration.
Prepare coffee and tea before opening the room and keep extension cords and power strips away from walkways. Designate coat and bag storage at the entrance so participants can sit down without blocking the work area.

Frequently asked questions

How many canvases do I need for a painting workshop?: Prepare 1 canvas per registered participant, plus 2 or 3 spare canvases for damaged materials or late additions. Confirm the final participant list before placing the order.
How early should I set up a painting workshop?: Allow 90 minutes for room setup if the tables and chairs are already available. Add another 30 minutes if you need to arrange easels, cover workstations, divide paint, prepare refreshments, and test the music or presentation equipment.
When should I send painting workshop instructions?: Send the instructions at least 3 days before the workshop, after the room and schedule are confirmed. Include the arrival time, program, clothing advice, and any information participants need about the painting materials.
How much paint and how many brushes does each participant need?: Give each participant access to one brush set, one palette or mixing palette, one water cup, and the colors required for the demonstration. Keep at least 10% extra brushes and paint available for replacements or shared use.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.