Street Art Workshop Checklist

A street art workshop needs more than paint and a few tables. You need a clear registration process, enough workstations, safe cable routing and a setup that lets participants start quickly. Use this checklist to work backwards from the workshop date: confirm leaders and bookings first, order and check materials next, then prepare groups, signage and the venue. On the day itself, allow time for tents, covered tables, drying racks, registration and safety instructions before the demonstration begins.

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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
Finalize the participant list
Confirm workshop leaders
Make reservations
Order materials
Do the shopping
2 people
Check materials
2 people
Create participant groups
Print the program
Check route and parking
Set up tables and chairs
4 people
Build party tents
4 people
Cover workstations
3 people
Distribute materials per table
3 people
Set out paint and supplies
2 people
Mark off the safety zone
2 people
Test sound system
Prepare coffee and tea
2 people
Chill drinks
2 people
Set up registration desk
2 people

Event

Receive participants
3 people
Give safety instructions
2 people
Demonstrate street art techniques
2 people
Guide the designs
3 people
Distribute painting supplies
3 people
Guide projects
4 people
Refill drinks
2 people
Serve snacks
2 people
Let creations dry
2 people
Turn on evening lighting
Open the works exhibition
2 people
See participants off
2 people

Aftercare

Collect paint and tools
3 people
Sort waste
2 people
Clear tables and chairs
4 people
Clean the venue
3 people
Take down party tents
4 people
Inventory materials
2 people
Return borrowed items
2 people
Pack items safely
2 people
Share participant photos

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
High tablesqty 3
Drying racksqty 6

Equipment

Portable speaker
Microphone
Extension cordsqty 6
Power stripsqty 6
Cable rampsqty 4

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Workshop bannersqty 3
Directional signsqty 8
Name badgesqty 75
Clipboardsqty 5

Sports equipment

Barrier tapeqty 4
Traffic conesqty 12

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 4
Serving traysqty 4

Tableware

Reusable cupsqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 40

Street art supplies

Painting panelsqty 70
Spray paintqty 60
Acrylic paintqty 30
Paint markersqty 80
Brushesqty 100
Paint rollersqty 30
Paint palettesqty 30
Stencilsqty 40
Mixing cupsqty 50
Water tubsqty 20
Mixing sticksqty 50
Masking tapeqty 20
Pencilsqty 40
Erasersqty 30
Scissorsqty 20
Cutting matsqty 10
Utility knivesqty 10

Protection

Apronsqty 75
Nitrile glovesqty 200
Dust masksqty 80
Safety gogglesqty 30
Tarpsqty 12

Cleaning

Waste binsqty 8
Handwashing stationsqty 2
Cleaning bucketsqty 4

Catering

Groceries

Tips

Order and check the painting panels, spray paint, acrylic paint and paint markers before the workshop week. Open the boxes and match the contents against the planned tables so missing or damaged supplies can still be replaced.
Create participant groups before printing the program and name badges. Put each group at a specific table and distribute materials per table, rather than making everyone queue at one supply point.
Plan the outdoor setup around safety, not decoration. Build the party tents, cover the workstations, mark the safety zone with barrier tape and traffic cones, and route extension cords through cable ramps.
Test the portable speaker, microphone, LED lamps and power strips during setup, not when the demonstration starts. Keep cables away from registration and participant walking routes, with a clear backup position for the speaker.
Prepare registration and refreshments as separate stations. Set out clipboards and name badges at the entrance, then arrange coffee, tea, chilled drinks, reusable cups, plates and cutlery so late arrivals do not interrupt the workshop briefing.

Frequently asked questions

How early should I start planning a street art workshop?: Start at least 4 to 6 weeks before the workshop. Confirm the workshop leaders and reservations first, then send invitations, process registrations and collect dietary requirements before finalizing the participant list.
How much time is needed to set up a street art workshop?: Allow at least 2 to 3 hours for a full setup. This covers tables and chairs, party tents, covered workstations, drying racks, safety zones, sound equipment, registration and the distribution of supplies.
What should I prepare the day before a street art workshop?: Check every material, print the program, prepare participant groups and name badges, and chill the drinks. Also confirm the route and parking details and pack the items needed for registration and safety instructions.
How do I organize a safe spray-paint workshop?: Mark a separate safety zone before participants arrive and keep it clear with barrier tape and traffic cones. Place workstations so people can move without crossing cable routes, and give the safety instructions before demonstrating the techniques.

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