What you need for a literary evening

A literary evening needs more than books and chairs. Plan supplies for the audience, authors, performers and the speaking area, including drinks, coffee service, catering and sound equipment. Buy or confirm the items that are easy to overlook: microphone batteries, extension cords, serving utensils, name badges and enough glasses for people who stay after the programme. Use your final guest list to turn this checklist into quantities, then add a small reserve for late arrivals and replacements.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Speaker table
Bar stoolsqty 2

Tableware

Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Dessert platesqty 60
Coffee spoonsqty 60
Dinner forksqty 60
Dinner platesqty 60
Serving plattersqty 8
Serving tongsqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Microphone stand
Mixer
Extension cordsqty 4
Power stripsqty 4
Laptop
Presentation clicker

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 6
Kitchen knivesqty 2

Decorations

Tableclothsqty 8
Book standsqty 6
Chalkboardsqty 3
Chalk markersqty 6
Vasesqty 8

Lighting

Table lampsqty 6
Mood lightingqty 4

Other

Name badgesqty 70
Badge holdersqty 60
Program flyersqty 70
Pensqty 20
Notepadsqty 20
Guest book
Cash box
Payment terminal

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brush

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 3 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Red wine - 8 bottles
- White wine - 6 bottles
- Alcohol-free beer - 12 bottles
- Beer - 24 bottles
- Toast rounds - 8 packs
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Brie - 3 pieces
- Gouda cheese - 2 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Carrots - 2 kilogram
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Mixed nuts - 1 kilogram
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Cookies - 6 packs
- Brownies - 50 pieces
- Mini quiches - 60 pieces
- Wraps - 30 pieces
- Herb cream cheese - 4 tubs
- Smoked chicken breast - 1 kilogram
- Pesto - 2 jars
- Mixed salad - 2 kilogram
- Pasta salad - 4 kilograms
- Baguettes - 10 pieces
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Paper towels - 6 rolls

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as the drinks being served, and chill them before guests arrive.
For coffee, allow one cup per guest who is likely to drink it, plus about 10% extra. Check that the coffee maker, kettles and thermos flasks can cover the whole programme rather than only the first break.
Count tableware against the final guest list: one drinking glass and dessert plate per guest, with roughly 10% spare. Serving platters, tongs and spoons are often forgotten because they are not used until catering is delivered.
Test the microphones, speakers, mixer, laptop and presentation clicker before shopping or setup day. Keep extension cords and power strips available; a speaking area that cannot reach a safe power socket can delay the opening.
For the book table, bring a tablecloth, clear display space and a practical way to handle sales or signings. Prepare name badges and printed programmes before doors open, because these are difficult to produce once registration has started.

Frequently asked questions

How many drinks do I need for a literary evening?: Plan two to three drinks per person for the first hour, then one drink per person for every additional hour. Add around 10% extra for late arrivals, spills and guests who stay for conversation.
How much tableware do I need for a literary evening?: Start with one water or wine glass, one dessert plate and the required cutlery per guest. Add about 10% spare, especially for glasses, cups and plates used during a reception or book signing.
What sound equipment is needed for a literary evening?: The basic setup includes wireless microphones, speakers, a mixer and a microphone stand. Test the complete system at least one day beforehand and keep extension cords and power strips ready for the speaking area.
When should I buy supplies for a literary evening?: Buy non-perishable tableware and serving supplies at least 3 to 5 days before the event. Order catering and confirm drinks earlier according to supplier lead times, while chilled drinks and fresh snacks should be handled on the day.

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.