Painting workshop checklist

A painting workshop runs smoothly when registrations, materials and room setup are handled in the right order. This checklist covers the details that are easy to miss, from collecting dietary requirements to checking every canvas, paint set and power strip. Plan the workshop leader and venue first, then confirm participants, payments and the programme before buying supplies. On the day, allow enough time to protect tables, arrange easels, prepare catering and create a clear check-in point.

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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 venue
Assign workshop leader
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Check payments
Confirm the program
Take inventory of supplies
2 people
Purchase painting supplies
2 people
Create a shopping list
Order catering
Check equipment
Send participant information
Label the materials
2 people
Do the shopping
2 people
Check paint and canvases
2 people
Prepare catering
2 people
Load transport
2 people

Event

Open venue
2 people
Set up tables and chairs
3 people
Set Up Easels
2 people
Set out painting supplies
3 people
Protect work tables
2 people
Set out the catering
2 people
Set up the check-in desk
Receive participants
2 people
Explain the program
Demonstrate painting technique
Guide participants
2 people
Refill drinks
Replace worksheets
Serve snacks
2 people
Let creations dry
2 people
Serve the meal
3 people
Replenish painting supplies
Supervise the second coat of paint
2 people
Photograph the projects
Pack items safely
2 people
Check out participants

Aftercare

Collect painting supplies
3 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean work area
3 people
Pack materials back up
2 people
Lock up the venue
Return materials
2 people
Store leftover stock

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Easelsqty 20
Check-in desk
Buffet tableqty 2

Painting supplies

Painter's canvasesqty 24
Acrylic paint setsqty 24
Brush setsqty 24
Palletsqty 24
Mixing bowlsqty 30
Water cupsqty 30
Palette knivesqty 12
Spongesqty 24
Pencilsqty 30
Erasersqty 24
Rulersqty 12
Fixative sprayqty 4
Name stickersqty 30
Project labelsqty 30
Protective filmqty 6
Painter's tapeqty 8
Drying racksqty 4
Portfolio coversqty 24

Equipment

Laptop
Projector
Projector screen
Extension cordsqty 4
Power stripsqty 4

Tableware

Reusable glassesqty 30
Reusable platesqty 30
Reusable cutleryqty 30
Coffee cupsqty 24
Serving plattersqty 6

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 2
Thermos flasksqty 3

Cleaning

Bucketsqty 4
Spongesqty 12
Microfiber clothsqty 12
Hand broomsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the workshop so you can update the participant list, confirm payments and buy the right number of canvases, paint sets and brush sets.
Send participant information 3–5 days before the workshop. Include the start time, venue details, what to wear, arrival instructions and when finished paintings can be collected.
Check the equipment before loading transport: test the laptop and projector, and count extension cords and power strips. A short test at least 24 hours ahead gives you time to replace missing equipment.
Prepare the room at least 60 minutes before participants arrive. Protect work tables with protective film, position the easels, set out water cups and palettes, and keep drying racks away from busy walkways.
Label canvases, project labels and name stickers before check-in. Keep pencils, erasers, rulers, palette knives and sponges in clearly marked groups so participants do not lose time searching for them.

Frequently asked questions

How far in advance should I plan a painting workshop?: Reserve the venue and assign the workshop leader 4–6 weeks in advance. Set the registration deadline at least 7 days before the event so supplies, catering and the participant list can be confirmed.
How much time is needed to set up a painting workshop?: Allow at least 60 minutes for room setup and another 15–20 minutes for an equipment check. This gives you time to arrange tables, chairs and easels, protect surfaces and prepare the check-in desk.
What supplies do I need for a painting workshop?: Prepare one canvas, paint set and brush set per participant, plus shared items such as palettes, mixing bowls, water cups and palette knives. Add spare materials for at least 10% of the expected group.
When should I order catering for a painting workshop?: Order catering after registrations and dietary requirements are confirmed, normally 7–10 days before the workshop. Set out reusable glasses and plates only after the painting tables and supplies are ready.

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