What to Buy for a Book Discussion

A book discussion needs more than copies of the book. Plan drinks and snacks for the full group, then add enough cups, glasses, plates and serving items so people are not waiting between questions. Coffee, tea and chilled drinks cover the main refreshment needs, while pens, name badges and flip chart sheets support the discussion. This shopping list also helps you remember practical items such as bottle openers, thermos flasks, extension cords and storage bins before the venue opens.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Registration desk
Speaker table
Stoolsqty 4

Tableware

Coffee cupsqty 36
Glassesqty 36
Platesqty 40
Pastry forksqty 40
Teaspoonsqty 40
Serving plattersqty 8
Serving tongsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Wireless microphone
Speaker
Extension cordsqty 3
Power stripsqty 3
Coolersqty 2

Kitchen

Thermos flasksqty 4
Cutting boardsqty 2
Kitchen knivesqty 3
Bread knivesqty 2
Storage binsqty 8
Bottle openersqty 2

Decorations

Tableclothsqty 6
Book table decorationqty 6
Name badgesqty 40
Pensqty 40
Flip chart sheetsqty 20
Tapeqty 3
Markersqty 12
Table runnersqty 6

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Broom
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 4 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ginger beer - 12 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Bubbly - 2 bottles
- Ice cubes - 5 kilos
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Grapes - 3 kilos
- Apples - 30 pieces
- Pears - 20 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Crackers - 6 packs
- Baguettes - 8 pieces
- Olives - 4 jars
- Nut mix - 2 kilo
- Cookies - 6 packs
- Brownies - 40 pieces
- Napkins - 200 pieces
- Paper cups - 50 pieces
- Paper towels - 4 rolls
- Garbage bags - 20 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Toilet paper - 12 rolls

Tips

Plan around 2–3 drinks per person for the first hour, then add about 1 drink per person for each additional hour. Include coffee, tea and chilled options rather than relying on one type of drink.
Buy or bring one copy of the selected book for each participant, plus a few extra copies if your budget and availability allow. Set them out on the speaker table before guests arrive.
For snacks, allow 2–3 small portions per person and use serving platters and tongs instead of placing food directly on the table. Check dietary requirements before shopping so suitable alternatives are available.
Count tableware against the registration list and add at least 10% extra: cups, glasses, plates, pastry forks and teaspoons are easy to run short of during a discussion.
Check equipment at least 24 hours before the meeting. Test the wireless microphone and speaker, and pack extension cords and power strips because the nearest socket may not be beside the speaker table.

Frequently asked questions

How much food and drink do I need for a book discussion?: For a two-hour discussion, plan 3–4 drinks per person in total, including coffee and tea. Buy around 2–3 small snack portions per person, with extra options for registered dietary requirements.
How many copies of the book should I bring?: Bring one copy per registered participant and, if possible, 2–3 spare copies for late additions or forgotten books. Put the copies out before registration starts so the opening can begin on time.
How many cups, glasses and plates do I need?: Use the registration count as your base and add at least 10% extra. For 20 guests, that means at least 22 cups, glasses and plates, plus enough teaspoons and pastry forks for the snacks.
When should I buy groceries for a book discussion?: Buy packaged snacks and drinks 1–2 days beforehand, then chill drinks and prepare fresh food on the day. Confirm dietary requirements before shopping and leave at least 30 minutes for setup.

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