What to buy for a book club meeting

Plan the shopping around the number of registered readers and the length of the meeting. For a two-hour book club, provide coffee and tea throughout, plus water, snacks and a simple food option if people arrive around mealtime. You will also need practical supplies for the discussion itself: one book, notepad and pen per participant, along with name badges and materials for displaying the programme. Check dietary requirements before buying food, not on the day.

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What to bring

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

Furniture

Tablesqty 4
Chairsqty 24
Stoolsqty 4
Tableclothsqty 4

Tableware

Mugsqty 24
Drinking glassesqty 24
Platesqty 24
Bowlsqty 24
Cutlery setsqty 24
Serving bowlsqty 6
Serving spoonsqty 6

Kitchen

Kettlesqty 2
Thermos flasksqty 3
Cutting boardsqty 3
Chef's knifeqty 2
Bread knivesqty 2
Scissorsqty 2
Coolersqty 2
Serving plattersqty 6

Equipment

Extension cordsqty 2
Power stripsqty 2
Wireless speaker

Decorations

Name badgesqty 24
Book table sign
Program postersqty 3

Book materials

Booksqty 24
Notepadsqty 24
Ballpoint pensqty 30
Bookmarksqty 24
Flip chart
Flip chart sheetsqty 20
Markersqty 6

Cleaning

Waste binsqty 3

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Spa Blauw - 4 bottles
- Sparkling water - 3 bottles
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Apple juice - 2 cartons
- Grape juice - 1 carton
- Non-alcoholic wine - 2 bottles
- Apples - 24 pieces
- Grapes - 2 bunches
- Pears - 12 pieces
- Cucumbers - 3 pieces
- Cherry tomatoes - 3 trays
- Carrots - 2 bags
- Paprika chips - 2 bags
- Plain chips - 2 bags
- Snacks - 2 bags
- Mixed nuts - 2 bags
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Baguettes - 6 pieces
- Whole grain bread - 4 loaves
- Gluten-free bread - 1 loaf
- Young cheese - 1,5 kilo
- Brie - 500 grams
- Vegetarian spreads - 4 tubs
- Chicken breast spread - 500 grams
- Salad greens - 4 bags
- Olives - 2 jars
- Pickles - 1 jar
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Pesto - 2 jars
- Butter - 2 tubs
- Yogurt - 2 kilo
- Muesli - 1 bag
- Cookies - 4 packs
- Brownies - 24 pieces
- Dark chocolate - 3 bars
- Lemons - 4 pieces
- Ice cubes - 3 bags
- Napkins - 3 packs
- Paper towels - 2 rolls
- Trash bags - 1 roll
- Dish soap - 1 bottle
- Sponges - 1 pack
- Kitchen paper - 3 rolls
- Toilet paper - 2 packs

Tips

For drinks, allow two cups per person for the first hour and one more for each additional hour. Add bottled or jugged water, and chill it before guests arrive.
Buy one plate, mug, drinking glass and cutlery set per participant, plus at least 10% extra. For 12 readers, that means 14 of each item to cover spills and late additions.
Plan snacks by portion rather than by packet: allow two small savoury portions and one piece of fruit per person. If you are serving sandwiches, prepare 1.5 to 2 pieces per reader and label vegetarian or allergy-safe options.
Prepare one notepad, ballpoint pen and bookmark for every participant, then add two spare sets. Keep the books together on the book table so check-in does not turn into a search.
Check the coffee and tea setup before shopping for equipment: kettles, thermos flasks, extension cords and power strips may be needed. Do this at least one day ahead, especially if several kettles will share one socket.

Frequently asked questions

What food should I buy for a book club meeting?: For a two-hour meeting, allow two small savoury portions and one piece of fruit per person, plus 1.5 to 2 sandwich pieces if food is served. Check dietary requirements before shopping and keep suitable items clearly separate.
How many drinks do I need for a book club?: Plan two hot or cold drinks per person during the first hour and one additional drink for every hour after that. For 12 people, buy or prepare at least 36 drinks for a two-hour meeting, including water.
How many books and stationery items do I need?: Prepare one book, notepad, pen and bookmark per registered participant, plus two spare sets. For 12 readers, that means 14 copies or sets if you want to cover late additions or damaged items.
When should I do the shopping for a book club meeting?: Buy dry goods, stationery and tableware two to three days before the meeting. Get fresh fruit, bread and other perishable food one day before, then chill drinks and prepare the serving area on the day.

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