Painting Workshop Checklist

A painting workshop needs more planning than a table, some paint, and a willing instructor. This checklist takes you from choosing the date and workshop theme to preparing canvases, paints, brushes, protective aprons, refreshments, and drying space. It also covers registrations, dietary requirements, room setup, and the details participants often miss, such as where finished paintings will dry and how they will get home. Follow the plan in order so supplies arrive before the workshop and the room is ready 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

Set the date and program
2 people
Reserve venue
Arrange a painting instructor
Create participant list
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Choose workshop theme
2 people
Make sample painting
Inventory materials
2 people
Order missing supplies
Make a shopping list
Do the shopping
2 people
Chill drinks
Remind participants
Check the venue
2 people
Set up tables and chairs
3 people
Cover workstations
2 people
Distribute painting supplies
3 people
Prepare coffee and tea
2 people
Set up the reception table

Event

Receive participants
3 people
Serve coffee and tea
2 people
Explain the workshop
Demonstrate painting technique
Guide participants
3 people
Refill drinks
Serve break snacks
2 people
Clean work tables between uses
2 people
Supervise the second coat of paint
3 people
Serve dinner
3 people
Refill drinks
Let the paintings dry
2 people
Discuss and wrap up the work
Safely pack paintings
2 people
See participants off
2 people

Aftercare

Collect painting supplies
3 people
Clear tables and chairs
3 people
Collect the dishes
2 people
Wash dishes and glasses
2 people
Clean the room
3 people
Sort and remove waste
2 people
Let materials dry
Store materials
2 people
Store leftover groceries
Return rental items
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Service tableqty 2
Drying racksqty 4

Art supplies

Painter's canvasesqty 24
Acrylic paint setsqty 24
Brush setsqty 24
Palletsqty 24
Mixing bowlsqty 48
Water tubsqty 24
Palette knivesqty 12
Pencilsqty 30
Erasersqty 24
Sketchpadsqty 24
Fixative sprayqty 4
Painter's tapeqty 12
Protective apronsqty 24
Plastic table coversqty 6
Painting labelsqty 30
Packaging cardboardqty 24

Equipment

Extension cordsqty 4
Power stripsqty 4
Document camera
Laptop
Presentation screen
Bluetooth speaker

Lighting

Desk lampsqty 6

Tableware

Coffee cupsqty 30
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2

Cleaning

Bucketsqty 4
Spongesqty 12
Floor squeegeesqty 2
Vacuum cleaner

Catering

Groceries

Tips

Confirm the instructor and workshop theme before ordering materials. The theme determines whether you need sketchpads, pencils, palette knives, fixative spray, or a document camera for demonstrations.
Count one canvas, one apron, one brush set, and one usable workstation per participant, then add a small reserve for damaged or forgotten items. Check your inventory before buying anything.
Protect every work surface before paint is distributed. Plastic table covers and painter’s tape are faster to use before participants arrive than after acrylic paint has reached the tables.
Set up a dedicated drying area with drying racks and painting labels. Label each painting as it is finished, because wet canvases are easy to mix up once the workshop ends.
Prepare coffee, tea, glasses, and plates away from the paint stations. Chill drinks ahead of time, and send a reminder at least 24 hours before the workshop with the start time and any clothing advice.

Frequently asked questions

How many supplies do I need for a painting workshop?: Plan one canvas, apron, brush set, palette, and water tub per participant. Add roughly 10% extra for shared or replacement supplies, especially brushes, canvases, and mixing materials.
How early should I book a painting workshop instructor?: Contact the instructor at least 4–6 weeks before the workshop, especially if you have a fixed date or a specific theme. Confirm the program and demonstration requirements before sending invitations.
When should I send painting workshop invitations?: Send invitations 3–4 weeks in advance and set a registration deadline about 7 days before the event. Use the final week to confirm registrations, collect dietary requirements, and order missing supplies.
How long does it take to set up a painting workshop?: Allow 90–120 minutes for tables and chairs, protective covers, supplies, refreshments, lighting, and the presentation equipment. Check the venue before setup day so you know where power strips, extension cords, and drying racks can go.

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