Painting workshop checklist

A painting workshop needs more coordination than simply putting paint and canvases on tables. You need to secure the room and supervisor first, then manage registrations, dietary information, supplies and the session program. In the final days, check lighting and equipment, receive and sort the materials, and prepare the workstations. On the day, allow time to ventilate the room, protect the tables, set out paint and brushes, and chill the drinks 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

Reserve workshop space
Book a painting supervisor
Set the date and program
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Share the program and route
Order painting supplies
Plan catering shopping
Check equipment and lighting
2 people
Coordinate allergies with the caterer
Check the shopping list
Receive painting supplies
2 people
Do the shopping
2 people
Sort materials
2 people
Prepare name badges
Print buffet menu
Open and ventilate the room
2 people
Set up tables and chairs
3 people
Cover workstations
3 people
Set out painting supplies
3 people
Distribute paint and brushes
3 people
Set up the buffet and drinks station
2 people
Chill drinks
2 people
Set up the reception table
Set out safety instructions

Event

Receive participants
3 people
Serve coffee and tea
2 people
Explain the program
Give safety instructions
Give a painting demonstration
Guide participants
3 people
Refill drinks
Provide a painting break
2 people
Restock work tables
2 people
Set up the buffet
3 people
Serve the buffet
3 people
Gather tableware
2 people
Guide the free painting session
2 people
Let creations dry
2 people
Photograph the projects
Pack items safely
2 people
Arrange farewell and thank-you
2 people

Aftercare

Collect paint and materials
3 people
Wash brushes and palettes
3 people
Wash dishes
2 people
Collect and sort waste
2 people
Clean work tables
3 people
Clean the floor and kitchen
2 people
Put furniture back
3 people
Inventory materials
Store leftovers in the fridge
Return rented materials
2 people
Send thank-you message
Share photos with participants

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 40
Buffet tablesqty 2
Tableclothsqty 10
Coat racksqty 2

Equipment

Bluetooth speaker
Extension cordsqty 4
Power stripsqty 6
Kettlesqty 2
Coolersqty 3
Phone tripod

Lighting

Table lampsqty 8

Painting supplies

Painter's canvasesqty 45
Acrylic paint setsqty 45
Brush setsqty 45
Palletsqty 45
Mixing bowlsqty 90
Water cupsqty 90
Painting apronsqty 45
Pencilsqty 50
Erasersqty 25
Pencil sharpenersqty 10
Rulersqty 10
Palette knivesqty 10
Drying racksqty 5
Packaging cardboardqty 50
Paper carrier bagsqty 50
Masking tapeqty 12
Newsprintqty 6
Protective filmqty 4
Nitrile glovesqty 100

Tableware

Coffee cupsqty 45
Drinking glassesqty 60
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Coffee potsqty 3
Thermos flasksqty 3
Cutting boardsqty 3
Chef's knifeqty 3
Serving traysqty 6
Buffet tongsqty 6

Decorations

Name badgesqty 45
Table décorqty 8
Menusqty 8

Cleaning

Bucketsqty 4
Spongesqty 12
Cleaning clothsqty 20

Catering

Groceries

Tips

Set the date, program and workshop space before sending invitations. Include the route and arrival details early, because participants need practical information as well as the start time.
Close registrations with enough time to update the participant list and pass dietary requirements to the caterer. Recheck the list before printing name badges and the buffet menu.
Order the painting supplies before the final week, then check the delivery against the shopping list as soon as it arrives. Missing canvases, brushes or drying space are difficult to replace on the workshop day.
Check lighting and power before setting up the room. Table lamps, extension cords and power strips may be needed, but keep cables away from walkways and covered workstations.
Set up the room in a fixed order: open and ventilate it, arrange tables and chairs, cover the workstations, then distribute materials. Keep drying racks and packaging cardboard ready so finished paintings do not get damaged.

Frequently asked questions

How far in advance should I plan a painting workshop?: Book the workshop space and painting supervisor at least 4 to 6 weeks ahead. Send invitations once the date, program and venue are confirmed, and close registrations several days before the event so supplies and catering can be checked.
How many painting supplies do I need per participant?: Plan one canvas, one apron and one brush set per participant, plus shared paint, pallets, mixing bowls and water cups. Add at least 10% extra consumables where possible to cover spills, damaged items or last-minute attendees.
When should I collect dietary requirements for a painting workshop?: Ask for dietary requirements with the registration and give the final list to the caterer at least 5 to 7 days before the workshop. Check the details again when you confirm the catering shopping.
How early should I set up the painting workshop room?: Start room preparation at least 2 hours before participants arrive. This allows time to ventilate the room, arrange and cover tables, check lighting, set out supplies, prepare the buffet and chill the drinks.

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.