What you need for an artist talk

An artist talk needs more than chairs and a microphone. Plan drinks, catering, tableware, registration supplies and presentation equipment around the number of attendees and the length of the program. Keep chilled catering and drinks cold until shortly before doors open, and test every microphone, cable and screen connection in advance. This list helps you buy or bring the items people most often arrange too late.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Lecternsqty 5
Table linenqty 8
Clothes racksqty 2

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Extension cordsqty 4
Power stripsqty 4
Laptop
Presentation screen
HDMI cablesqty 2
Mobile chargersqty 2

Lighting

LED lightsqty 4
Light standsqty 2

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 90
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Bottle openersqty 3

Registration

Name badgesqty 100
Badge holdersqty 100
Clipboardsqty 3
Pensqty 20
Program cardsqty 100

Decorations

Flower arrangementsqty 4
Table décorqty 8
Directional signsqty 6
Artist Board

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Vacuum cleaner

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Still water - 10 bottles
- Sparkling water - 10 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Non-alcoholic wine - 3 bottles
- Baguettes - 12 pieces
- Whole grain bread - 4 loaves
- Cream cheese - 2 tubs
- Hummus - 6 tubs
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Vegan cheese - 1 kilo
- Grapes - 4 kilos
- Apples - 40 pieces
- Pears - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Rice crackers - 4 packs
- Mixed nuts - 2 kilos
- Olives - 6 jars
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning sponges - 10 pieces
- Hand soap - 4 bottles
- Paper towels - 6 rolls

Tips

For drinks, allow two to three servings per person for the first hour, then one serving per person for each additional hour. Buy extra water for speakers and keep pitchers or bottles at the stage.
Match tableware to the catering format: use one plate and cutlery set per guest, plus at least 10% extra. Provide separate coffee cups, water glasses and wine glasses if both refreshments and wine are served.
Prepare one name badge for every registered attendee, artist, moderator and organiser, plus 10 blank badges for late registrations or spelling corrections. Put them at the registration desk before doors open.
Check the technical setup at least two hours before the talk. You need compatible HDMI cables, power strips and extension cords, and each wireless microphone should be tested with the active speakers and audio mixer.
Chill drinks and store catering safely before guests arrive. Set out serving platters, pitchers, bottle openers and thermos flasks only when needed so the registration and presentation areas stay clear.

Frequently asked questions

What do I need for an artist talk?: Bring seating, tables, a lectern, microphones, active speakers, an audio mixer, a presentation screen and the required HDMI and power cables. You will also need drinks, catering, tableware, name badges and registration supplies.
How many drinks should I buy for an artist talk?: Plan on two to three drinks per person for the first hour and one additional drink per person for every following hour. Add extra water for artists, the moderator and anyone speaking on stage.
How many name badges do I need for an artist talk?: Prepare one badge per registered guest, artist, moderator and organiser, then add 10 blank badges for changes and walk-ins. Print or write them before the venue opens so registration does not delay the program.
When should I test the equipment for an artist talk?: Test microphones, speakers, lighting and the presentation screen at least two hours before guests arrive. Keep time to replace a cable, charge the laptop or adjust microphone levels before registration begins.

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