What you need for a children's reading afternoon

A children's reading afternoon needs more than books and chairs. Plan for a clear reading circle, a separate book display, drinks and easy-to-serve snacks for the registered children and adults. Use the attendance list to calculate cups, plates and name stickers, then add a small buffer so you are not short when siblings or helpers arrive. Arrange equipment such as the microphone, speaker and extension cords before the first reader begins.

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What to bring

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

Furniture

Chairsqty 45
Tablesqty 6
Bookcase
Coat rack
Drapeqty 2

Tableware

Coffee cupsqty 40
Glassesqty 50
Platesqty 50
Teaspoonsqty 40
Forksqty 40
Serving plattersqty 6
Water jugsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Portable speaker
Wireless microphone
Extension cordsqty 3

Kitchen

Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4
Coolersqty 2

Decorations

Book tableclothsqty 3
Garlandqty 4
Table décorqty 6
Name card holder

Cleaning

Waste binsqty 4
Cleaning bucketqty 2
Floor squeegee
Broom and dustpan

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Still water - 12 liters
- Sparkling water - 6 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 3 liters
- Cola Zero - 3 liter
- Mini ice pops - 50 pieces
- Currant buns - 30 pieces
- Mini croissants - 40 pieces
- Whole grain bread - 4 loaves
- Cream cheese - 4 tubs
- Young cheese - 1 kilo
- Hummus - 4 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Grapes - 3 kilos
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Allergy-free cookies - 3 packs
- Butter cookies - 4 packs
- Napkins - 200 pieces
- Paper straws - 50 pieces
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Hand soap - 3 bottles
- Wet cleaning wipes - 2 packs
- Name stickers - 60 pieces
- Ballpoint pens - 10 pieces

Tips

Buy or bring one name sticker per registered child and adult, plus 10% extra. Keep them at the reception table with the attendance list so late arrivals can label themselves quickly.
For drinks, allow two servings per person for a two-hour afternoon: for example, coffee or tea plus water or another cold drink. Prepare at least one extra jug or thermos flask for every 10 guests.
Plan one small snack portion per child and adult, plus 10% extra. Use serving platters and tongs rather than putting food directly on the tables, and check dietary requirements before shopping.
Set out one cup or glass, one plate and one teaspoon or fork per expected guest, then add 10% spare tableware. Put water jugs on the tables so visitors do not need to interrupt a reading.
Check the wireless microphone, portable speaker and extension cords at least one day beforehand. Keep the book tablecloth, name card holder and a few simple table decorations together so setup does not delay the reading corner.

Frequently asked questions

What should I buy for a children's reading afternoon?: Plan drinks, snacks, name stickers and disposable or reusable serving items for every registered guest. Add 10% spare cups, plates, cutlery and stickers, and arrange the reading equipment before the day.
How many drinks do I need per child?: For a two-hour reading afternoon, allow two drinks per person, including water. Prepare an additional 10% so helpers, siblings and unexpected visitors are covered.
How much food should I buy for a children's reading afternoon?: Allow one snack portion per child and adult, plus 10% extra. Check dietary requirements before shopping and keep suitable alternatives clearly separated on their own serving platter.
When should I prepare the books and equipment?: Check the books, microphone, speaker and extension cords at least one day before the event. Set out drinks, snacks, name stickers and tableware 30 to 45 minutes before guests arrive.

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