Painting Workshop Checklist

A painting workshop runs smoothly when the practical details are settled before participants arrive. This checklist takes you from booking the venue and choosing a theme to preparing canvases, paints, tables, refreshments and registration. Plan the room layout early: painters need enough table space, chairs, water cups and clear access to supplies. You will also need time to check materials, print handouts, prepare name badges and test power, lighting and music before the workshop starts.

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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
Define the painting theme
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Send program to attendees
Order painting supplies
Order catering
Do the shopping
2 people
Check materials
2 people
Print handouts
Make name badges
Chill drinks
2 people
Set up tables
3 people
Set up chairs
2 people
Set out painting supplies
3 people
Cover work tables
2 people
Set up the buffet
2 people
Set up the reception desk
Test music and lighting

Event

Receive participants
2 people
Serve coffee and tea
2 people
Explain the workshop
Demonstrate painting technique
Guide participants
2 people
Refill drinks
Serve snacks
2 people
Restock break buffet
2 people
Let creations dry
Photograph the projects
Closing and group photo
Safely pack paintings
2 people

Aftercare

Collect waste
2 people
Clean materials
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Sort leftovers
Store materials
2 people
Return borrowed items
Send participants' photos

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Buffet table
Coat racksqty 2
Waste binsqty 3

Equipment

Kettlesqty 2
Coffee maker
Coolersqty 2
Bluetooth speaker
Phone tripod
Extension cordsqty 3
Power stripsqty 4

Painting supplies

Painter's canvasesqty 24
Acrylic paint setsqty 24
Brush setsqty 24
Mixing palettesqty 24
Water cupsqty 24
Easelsqty 24
Mixing bowlsqty 24
Pencilsqty 30
Erasersqty 24
Pencil sharpenersqty 6
Apronsqty 24
Table easelsqty 6

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4
Pitcherqty 2

Decorations

Table runnersqty 6
Name badgesqty 24
Menusqty 6
Flower arrangementsqty 3

Cleaning

Cleaning bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 3
Floor squeegeesqty 2
Vacuum cleaner

Lighting

Table lampsqty 6
String lightsqty 3

Catering

Groceries

Tips

Confirm the final participant count before ordering canvases, paint sets, brushes and aprons. Order or pack a small extra allowance so one damaged canvas or missing brush does not interrupt the session.
Set up work tables with enough room for each painter to reach their canvas, mixing palette and water cup without knocking anything over. Cover the tables before putting out the painting supplies.
Test kettles, the coffee maker, extension cords, power strips, lighting and the Bluetooth speaker before guests arrive. Keep cables away from walkways and leave the phone tripod where it can record without blocking the workshop.
Prepare the reception desk before the first arrival with the updated participant list, name badges and the programme. Ask about dietary requirements early enough to pass accurate numbers to the catering order.
Finish the room setup before welcoming participants: arrange chairs and easels, chill drinks, set out the buffet and place waste bins where people can reach them. Keep the workshop explanation ready so the activity can start without a long delay.

Frequently asked questions

How many painting supplies do I need per person?: Plan one painter’s canvas, one apron, one brush set, one acrylic paint set, one mixing palette and one water cup per participant. Add a few spare brushes and at least one extra canvas for the full group rather than ordering exactly to the registration count.
How early should I set up a painting workshop?: Allow at least 90 minutes for room setup and material checks before participants arrive. Set up tables, chairs, table easels and covered work surfaces first, then place the supplies and test the coffee, lighting and music.
When should I send the painting workshop programme?: Send the programme after registrations are processed and the schedule is stable, ideally 3 to 5 days before the workshop. Include the arrival time, reception details, workshop start time and any information participants need to prepare.
How much coffee and tea should I prepare for a painting workshop?: For a two- to three-hour workshop, allow roughly two hot drinks per participant, with extra coffee, tea and cups for the arrival period. Confirm dietary requirements before ordering catering and set out water and glasses alongside the refreshments.

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