Painting Workshop Checklist

A painting workshop needs more than canvases and paint. You need a clear registration process, enough table space, protected surfaces, working water bowls and a smooth arrival routine. This checklist takes you from invitations and dietary requirements to the technique demonstration and refreshment setup. Use it to confirm the instructor, prepare each workstation and make sure paintings have somewhere to dry before participants 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

Send invitations
Process registrations
Collect dietary requirements
Create participant list
Confirm painting instructor
Reserve the venue and hall
Inventory materials
2 people
Check the shopping list
Do the shopping
2 people
Set out painting supplies
2 people
Select work samples
Write name tags
Remind participants
Set up worktables
3 people
Set out chairs
2 people
Distribute canvases
2 people
Set out paint and brushes
2 people
Place protective film on tables
2 people
Prepare coffee and tea
2 people
Chill drinks
Set up information table
Check the reception area
2 people

Event

Receive participants
2 people
Hand out name badges
Demonstrate painting technique
Guide participants at the start
3 people
Top up paint and water
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Let creations dry
2 people
Present projects
Take group photo
Pack items safely
2 people
See participants off
2 people

Aftercare

Gather paint and brushes
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the floor and tables
2 people
Collect waste
Pack up materials
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Hand out leftover work pieces

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Information desk
Drying racksqty 4

Creative materials

Painting canvasesqty 24
Acrylic paint setsqty 24
Brush setsqty 24
Mixing palettesqty 24
Water bowlsqty 24
Apronsqty 24
Palette knivesqty 12
Pencilsqty 30
Erasersqty 24
Drawing paperqty 50
Work samplesqty 6
Name badgesqty 30

Equipment

Easelsqty 24
Extension cordsqty 3
Power stripsqty 3
Camera

Kitchen

Coffee maker
Kettle
Coolersqty 2

Tableware

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

Decorations

Tableclothsqty 6
Welcome sign

Cleaning

Cleaning bucketsqty 3
Cleaning clothsqty 12
Floor squeegeesqty 2
Waste binsqty 4

Catering

Groceries

Tips

Confirm the instructor and venue before sending invitations. Participants need the correct start time, room details and any information about what to wear.
Plan one complete workstation per participant: a canvas, paint, brushes, palette, water bowl and apron. Add a small reserve of shared supplies so one missing brush does not interrupt the session.
Protect tables before arranging the materials. Put down protective film first, then place canvases, easels and paint so participants can sit down and start without rearranging the room.
Prepare the arrival area separately from the painting tables. Keep the information desk, welcome sign, name badges and participant list together so registration does not block the workshop setup.
Allow drying space from the start. Set up drying racks before the demonstration, especially if participants will take wet acrylic paintings home at the end.

Frequently asked questions

How early should I set up a painting workshop?: Allow at least 2 hours before participants arrive. Use the first hour for tables, chairs, protective film and equipment, then use the remaining time to place canvases, paints, brushes, name badges and refreshments.
How many painting supplies do I need per person?: Prepare one canvas, apron, pencil, eraser, brush set, palette and water bowl per participant. Provide at least 10% extra brushes, canvases and mixing palettes if the group is larger than 10 people.
What should I prepare for painting workshop registration?: Have the participant list, name badges and dietary requirements ready at least 24 hours before the workshop. Keep the list at the information desk and mark arrivals as people receive their badges.
How do I set up tables for a painting workshop?: Leave enough room for each participant to work without touching the next canvas, and keep a clear path to the instructor and drying racks. Cover every worktable before placing supplies, then set out chairs and materials in the same order at each place.

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.