What to Buy for a Book Club Meeting

Use this shopping list to prepare a book club meeting with drinks, snacks, serving items, and discussion supplies ready before guests arrive. Plan refreshments around the number of participants, then check whether the venue already has cups, plates, serving bowls, and coffee equipment. Pens, notepads, sticky notes, and a book stand are easy to overlook but make the discussion run more smoothly. Buy perishable food close to the meeting and chill drinks at least two hours beforehand.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 2
Chairsqty 16
Side table
Coat rack

Tableware

Coffee cupsqty 18
Drinking glassesqty 18
Cake platesqty 18
Cutlery setsqty 18
Serving bowlsqty 4
Serving traysqty 3

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 2
Pitcherqty 2
Cutting boardsqty 2
Kitchen knivesqty 2
Serving spoonsqty 4

Equipment

Extension cordqty 2
Kitchen timer

Decorations

Tableclothsqty 2
Book stand

Office supplies

Ballpoint pensqty 18
Notepadsqty 18
Sticky notesqty 6

Cleaning

Waste binsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Semi-skimmed milk - 3 liters
- Oat milk - 2 liter
- Lactose-free milk - 1 liter
- Sugar - 1 pack
- Sweetener - 1 box
- Still water - 6 bottles
- Sparkling water - 6 bottles
- Apple juice - 2 cartons
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Lemons - 4 pieces
- Cookies - 4 packs
- Gluten-free cookies - 1 pack
- Cake - 2 pieces
- Vegan cake - 1 piece
- Plain chips - 2 bags
- Paprika chips - 2 bags
- Salted crackers - 3 packs
- Gluten-free crackers - 1 pack
- Hummus - 3 tubs
- Cream cheese - 2 tubs
- Young cheese - 500 grams
- Olives - 2 jars
- Grapes - 2 bunches
- Apples - 12 pieces
- Carrots - 1 kilo
- Cucumbers - 3 pieces
- Cherry tomatoes - 500 grams
- Mixed nuts - 2 bags
- Napkins - 2 packs
- Paper towels - 2 rolls
- Toilet paper - 1 pack
- Trash bags - 1 roll
- Dish soap - 1 bottle
- Sponges - 2 pieces
- All-purpose cleaner - 1 bottle

Tips

Plan 2–3 drinks per person for the first hour, then add 1 drink per person for each additional hour. Include water alongside coffee and tea rather than relying on soft drinks alone.
For snacks, allow about 150–200 g of food per person when the meeting replaces a meal, or 75–100 g for a shorter session with coffee and cake. Confirm dietary requirements before shopping, not on the day.
Count tableware against the final participant list and add 10% extra. For 20 guests, that means preparing at least 22 coffee cups, drinking glasses, plates, and cutlery sets.
Set aside one notepad and one ballpoint pen per participant, plus several sticky notes for marking discussion points. Put these on the tables before guests arrive so the conversation does not have to pause.
Check the venue’s kitchen equipment at least one day ahead. A coffee maker, kettles, thermos flasks, serving trays, and an extension cord are commonly missing or unavailable when you need them.

Frequently asked questions

How much food do I need for a book club meeting?: Allow 150–200 g of snacks per person if the meeting covers a meal period. For a 90-minute meeting with coffee and cake, 75–100 g per person is usually enough. Add 10% extra for unexpected guests.
How many drinks should I buy for a book club?: Plan 2–3 drinks per person for the first hour and 1 additional drink per person for every hour after that. For 12 people meeting for two hours, buy enough for roughly 36–48 servings, including water, coffee, and tea.
What supplies are easy to forget for a book club meeting?: Pens, notepads, sticky notes, a book stand, serving spoons, waste bins, and an extension cord are often missed. Check these items at least one day before the meeting, along with the coffee maker and kettles.
When should I buy groceries for a book club meeting?: Buy non-perishable groceries 1–2 days beforehand and purchase fresh fruit, cake, dairy, or other perishable items on the day of the meeting. Chill drinks at least two hours before guests arrive.

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.