What you need for an artist talk

An artist talk needs more than chairs and a microphone. Plan the guest experience from arrival through the discussion: name badges, program leaflets, directional signs, drinks, coffee service and presentation equipment. The right quantities depend on your registration list, but a few items are easy to underestimate. Use the confirmed number of guests to shop, then add a small buffer so late registrations and spilled drinks do not disrupt the event.

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What to bring

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

Furniture

Chairsqty 70
Conversation tablesqty 2
Information desksqty 2
Stoolsqty 4
Clothes racksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Wine glassesqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 12
Pliersqty 6

Equipment

Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Projector
Projection screen
Laptop
Extension cordsqty 6
Power stripsqty 6

Decorations

Name badgesqty 80
Directional signsqty 8
Program leafletsqty 80
Tableclothsqty 6
Vasesqty 6
Flower arrangementsqty 6

Lighting

Standing lampsqty 4
Mood lightingqty 4

Cleaning

Waste binsqty 6
Bucketsqty 2
Spongesqty 6
Dishclothsqty 12
Broom and dustpanqty 2

Catering

Coolersqty 4
Drink dispensersqty 2
Napkinsqty 200
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- White wine - 10 bottles
- Red wine - 6 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Ice cubes - 8 bags
- Baguettes - 8 pieces
- Whole grain loaves - 4 pieces
- Butter - 4 packs
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Vegan cheese - 500 grams
- Smoked salmon - 1 kilogram
- Chicken breast slices - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Arugula - 6 bags
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Mixed nuts - 2 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 6 jars
- Salty crackers - 8 packs
- Rice cakes - 6 packs
- Mini quiches - 120 pieces
- Vegetable spring rolls - 120 pieces
- Brownies - 80 pieces
- Vegan cookies - 40 pieces
- Gluten-free crackers - 4 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls

Tips

Buy or bring one name badge and one program leaflet per registered guest, plus 10% extra for last-minute arrivals and replacements.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as any other drinks you serve.
For coffee and tea, prepare about one cup per guest during a short talk, or 1.5 cups per guest for a longer program. Bring extra coffee cups, spoons and small bowls for sugar or tea.
Count the technical kit against the room layout: allow one wireless microphone for the moderator, one for the artist or audience questions, and one spare if the format depends on audience participation.
Check presentation files and power needs at least 24 hours before the talk. Pack extension cords, power strips and the correct adapters together with the laptop, projector and projection screen.

Frequently asked questions

How much food and drink do I need for an artist talk?: For drinks, allow two to three per person in the first hour and one per person for each later hour. For a short reception, order food for every registered guest plus a 10% buffer, and use the collected dietary requirements before placing the order.
How many microphones are needed for an artist talk?: Use at least two wireless microphones: one for the moderator and one for the artist or audience questions. Add a third microphone when questions will move around the room or when the discussion includes several speakers.
When should I test the projector and sound equipment?: Test the laptop, projector, screen, mixer, speakers and microphones at the venue at least 24 hours before the event. Run a second sound check 60 to 90 minutes before guests arrive, after the room and chairs are in place.
How many programs and name badges should I prepare?: Prepare one program leaflet and one name badge per registered guest, then add 10% extra. For 80 guests, that means 88 of each, so late arrivals and damaged items are covered.

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