What to buy for a book club meeting

A book club meeting needs more than copies of the book. Plan drinks for the full discussion, easy-to-serve snacks, and enough cups, plates and utensils for every registered guest. You will also need practical supplies for questions, name badges and the reading area. Check dietary requirements before shopping, and allow time to chill drinks, prepare the coffee station and collect any reserved books or worksheets.

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What to bring

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

Furniture

Tablesqty 4
Chairsqty 30
Coat racksqty 2
Book tablesqty 2

Tableware

Coffee cupsqty 30
Tea glassesqty 30
Water glassesqty 30
Dessert platesqty 30
Pastry forksqty 30
Teaspoonsqty 30
Serving bowlsqty 6
Serving plattersqty 4

Kitchen

Coffee maker
Kettleqty 2
Thermos flasksqty 3
Teapotsqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4
Measuring cupsqty 2

Equipment

Portable speaker
Microphone
Power stripsqty 3
Extension cordsqty 3
Flip chart
Flipchart markersqty 2

Decorations

Table cardsqty 6
Name badgesqty 30
Pensqty 30
Bookendsqty 6
Table runnersqty 4
Vasesqty 4

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 3
Washing-up tubsqty 2
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpan

Catering

Groceries
- Ground coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Green tea - 1 box
- Herbal tea - 1 box
- Chocolate milk - 3 liters
- Semi-skimmed milk - 5 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Honey - 1 jar
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ginger ale - 3 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 6 bottles
- Apple juice - 3 liters
- Orange juice - 3 liters
- Lemons - 8 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snack mix - 2 bags
- Unsalted nuts - 1 kilo
- Grapes - 2 kilos
- Apples - 30 pieces
- Pears - 20 pieces
- Cucumber - 4 pieces
- Cherry tomatoes - 1 kilo
- Carrots - 1 kilo
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1 kilo
- Brie - 3 pieces
- Baguettes - 8 pieces
- Whole grain crackers - 5 packs
- Olives - 3 jars
- Pickles - 2 jars
- Mini quiches - 60 pieces
- Vegetarian puff pastry bites - 60 pieces
- Brownies - 40 pieces
- Lemon cake - 2 pieces
- Cookies - 5 packs
- Napkins - 200 pieces
- Paper cups - 50 pieces
- Stirrers - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Toilet paper - 12 rolls
- Liquid hand soap - 2 bottles

Tips

Plan 2–3 drinks per person for the first hour, then add 1 drink per person for each additional hour. Include coffee, tea and water rather than relying on one option.
For snacks, allow 2–3 small portions per guest and choose items that can be served in bowls or on platters without last-minute preparation. Check dietary requirements before buying pastries or other shared food.
Count one coffee cup, tea glass and water glass per guest, then add 10% extra. For 20 guests, that means at least 22 of each type, unless you plan to wash and reuse them.
Buy or gather discussion supplies at least 2 days ahead: printed questions or worksheets, pens and name badges. This prevents a rushed search for materials just before guests arrive.
Check the coffee maker, kettle, thermos flasks and portable speaker the day before. Put extension cords and power strips with the equipment so setup does not depend on finding them at the last minute.

Frequently asked questions

How much coffee and tea do I need for a book club meeting?: Plan 2 cups of hot drinks per person for a meeting of up to 2 hours, plus 10% extra. For 20 guests, prepare at least 44 servings and keep hot water available for refills.
How many snacks should I buy for a book club?: Allow 2–3 small snack portions per guest for a meeting lasting around 2 hours. For 12 guests, buy or prepare about 30 portions, with separate options for any recorded dietary requirements.
How many cups and plates do I need for a book club meeting?: Use one coffee cup, tea glass, water glass and dessert plate per guest, plus 10% spare. For 20 guests, prepare at least 22 of each item if everything is used only once.
When should I buy supplies for a book club meeting?: Buy drinks, snacks, tableware and stationery 1–2 days before the meeting. Check book reservations, worksheets and equipment the day before, then chill drinks and prepare the serving area on the day.

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