Watercolor workshop checklist

A watercolor workshop runs smoothly when the practical details are settled before participants arrive. This checklist takes you from reserving the venue and collecting registrations to checking supplies, setting up workstations, and welcoming the group. It also covers details that are easy to leave until the last minute, such as dietary requirements, drying space, extension cords, name tags, and chilled groceries. Follow the plan in order so teaching time is spent on painting rather than solving setup problems.

Use this plan

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
Update participant list
Develop the workshop program
Order materials
Send confirmation
Create sample paintings
Do the shopping
2 people
Check materials
2 people
Prepare worksheets
2 people
Write name tags
Chill the groceries
Pick up venue keys
Ventilate room
Set up tables
3 people
Set up chairs
2 people
Cover the tables
2 people
Set out painting supplies
3 people
Prepare examples
Prepare coffee and tea
2 people
Set out snacks
2 people
Set up the reception table

Event

Receive participants
2 people
Explain the workshop
Demonstrate basic techniques
Guide participants
3 people
Serve coffee and tea
2 people
Refill drinks
Serve break snacks
2 people
Explain the second painting assignment
Assist participants individually
3 people
Serve soup and bread
3 people
Let creations dry
2 people
Photograph the projects
Pack items safely
2 people
Say goodbye to participants
2 people

Aftercare

Sort painting supplies
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the room
2 people
Let materials dry
Store materials
2 people
Chill leftover food
Return rental items
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Reception desk
Serving buffet
Waste binsqty 3

Workshop materials

Watercolor padsqty 24
Watercolor paint setsqty 24
Brushesqty 72
Mixing palettesqty 24
Water bowlsqty 48
Pencilsqty 30
Erasersqty 24
Sharpenersqty 12
Painter's tapeqty 12
Drawing boardsqty 24
Drying racksqty 4
Protective apronsqty 24

Tableware

Coffee cupsqty 30
Glassesqty 30
Dinner platesqty 30
Soup bowlsqty 30
Cutlery setsqty 30

Equipment

Kettlesqty 2
Coffee maker
Extension cordsqty 3
Power stripsqty 4
Hand dryer

Kitchen

Thermos flasksqty 3
Serving traysqty 4
Soup bowls for buffetqty 3

Decorations

Name card holdersqty 24
Table runnersqty 6
Notice boardsqty 2

Lighting

Table lampsqty 6

Cleaning

Cleaning spongesqty 6
Microfiber clothsqty 12
Dish brushesqty 3

Catering

Groceries

Tips

Confirm the final participant list before ordering materials. Prepare one watercolor pad, paint set, brush selection, palette, water bowl, pencil, eraser, and sharpener per participant, plus a small backup supply.
Check the room layout before workshop day. Allow enough table space for a drawing board, watercolor pad, palette, and water bowl at each place, with clear walkways to the drying racks and waste bins.
Test the coffee maker, kettles, extension cords, and power strips before participants arrive. Keep cables away from water bowls and place equipment where serving coffee and tea will not interrupt the painting tables.
Prepare sample paintings and worksheets before setting up the room. Put examples where everyone can see them, and use painter's tape to secure worksheets or protect table edges from accidental splashes.
Finish the welcome area before opening the door: place the reception desk, participant list, name tags, aprons, and any registration information together. Set out snacks and chilled groceries only after the painting supplies and seating are ready.

Frequently asked questions

How many supplies do I need for a watercolor workshop?: Plan one complete working set per participant: a watercolor pad, paint set, brushes, mixing palette, water bowl, pencil, eraser, and sharpener. Add at least 10% spare consumables or backup pieces, so a group of 20 needs 22 sets where possible.
How early should I arrive to set up a watercolor workshop?: Allow at least 90 minutes before the first participant arrives. This gives you time to ventilate the room, arrange tables and chairs, cover surfaces, test electrical equipment, set out supplies, and prepare coffee, tea, and snacks.
How do I set up tables for a watercolor workshop?: Give each participant a stable workspace large enough for a drawing board, watercolor pad, palette, and water bowl. Leave clear access to drying racks and walkways, and cover the tables before placing the painting supplies.
When should I collect dietary requirements for a watercolor workshop?: Ask for dietary requirements when registrations open and confirm them before buying groceries. Check the final list at least 3 days before the workshop, then label or separate suitable snacks and drinks during setup.

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.