Painting workshop checklist

A painting workshop runs smoothly when the practical details are handled before participants arrive. Book the venue and instructor first, then manage registrations, dietary requirements and the materials order. During the final week, check every canvas, brush, easel and protective cover, and prepare the room layout. On the day, allow time to ventilate the room, protect floors and tables, set out materials by table and create a clear drying area for finished work.

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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
Send invitations
Process registrations
Collect dietary requirements
Confirm painting instructor
Check participant list
Send program to attendees
Purchase painting supplies
2 people
Check material stock
Do the shopping
2 people
Prepare name badges
Print handouts
Remind participants
Clean the venue
2 people
Set out paint and canvases
2 people
Portion the food
2 people
Chill drinks
Distribute materials per table
2 people
Charge phones and equipment
Confirm venue access

Event

Open venue
2 people
Ventilate room
Set up tables and chairs
3 people
Protect the floor and tables
2 people
Set up easels and canvases
2 people
Set up the reception table
Set up catering
2 people
Receive participants
2 people
Explain the workshop and safety rules
Demonstrate painting technique
Guide participants
3 people
Refill drinks
Refresh brushes and water
2 people
Serve snacks
2 people
Keep the break room tidy
Let the paintings dry
2 people
Serve dinner
2 people
Label the projects
2 people
Guide the final round
2 people
Move workpieces safely
2 people
See participants off
2 people

Aftercare

Collect brushes and palettes
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean paint and water stains
3 people
Collect and take away waste
2 people
Ventilate and lock up the venue
2 people
Count and store stock
Check the paintings
2 people
Pack paintings
2 people
Hand paintings to participants
Return borrowed materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Reception desk

Equipment

Easelsqty 24
Drying racksqty 4
Hair dryersqty 2
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Chargersqty 2

Painting supplies

Painting canvasesqty 30
Acrylic paint setsqty 30
Brushesqty 90
Mixing palettesqty 30
Water cupsqty 30
Apronsqty 30
Pencil setsqty 30
Eraser setsqty 30
Mixing knivesqty 30
Paper towelsqty 12
Table coversqty 6
Floor filmqty 2
Masking tapeqty 6
Paint potsqty 12
Paint palette traysqty 6
Project labelsqty 30

Tableware

Mugsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4

Cleaning

Bucketsqty 4
Sponge clothsqty 12
Hand brushesqty 4
Tea towelsqty 12
Sink basinsqty 4

Decorations

Welcome sign
Table numbersqty 6

Catering

Groceries

Tips

Confirm the instructor and venue access at least 2–3 weeks before the workshop. Ask when you can enter, where supplies can be stored and whether tables, chairs and power points are available.
Check supplies against the participant list 7 days before the event, not on the morning itself. Plan one canvas, apron and basic brush set per participant, plus a small spare supply for damaged or missing items.
Protect the room before unpacking paint. Cover tables and floors with table covers and floor film, secure the edges with masking tape, and keep paper towels and water cups at every table.
Send the programme and a reminder 2–3 days beforehand. Include the start time, arrival instructions, what participants should wear, and when finished paintings can be collected or moved to the drying racks.
Set up each table as a complete working station before opening the doors. Place canvases, palettes, paint, brushes, pencils, erasers and mixing tools together so participants do not queue at one central supply table. Keep extension cords and power strips away from walkways.

Frequently asked questions

How far in advance should I book a painting workshop venue?: Book the venue at least 4–6 weeks ahead, especially if you need large tables, easels or drying space. Confirm access times and cleaning arrangements no later than 7 days before the workshop.
How many painting supplies do I need per participant?: Prepare one canvas, apron, water cup, palette, pencil, eraser and brush set per participant. Add roughly 10% spare materials, so a group of 20 needs supplies for about 22 people.
When should I send painting workshop invitations and reminders?: Send invitations 3–4 weeks before the workshop and close or review registrations 7 days before it. Send the final reminder 2–3 days before, including the programme and arrival details.
How much time do I need to set up a painting workshop?: Allow at least 2 hours before participants arrive for a room with tables, chairs, easels and protected surfaces. Reserve another 30 minutes for distributing materials, checking equipment and creating the drying area.

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