What to Buy for a Literature Festival

A literature festival needs more than books and a programme. You will need drinks and tableware for visitors, reliable presentation equipment, supplies for the book table, and practical items for speakers and volunteers. Plan quantities around your registration count, the number of sessions, and whether catering covers a break or a full day. Check deliveries and test cables before guests arrive, because adapters, serving equipment and name badges are easy to overlook until the rooms are already busy.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 180
High tablesqty 8
Tableclothsqty 16
Dressing room racksqty 2
Coat racksqty 4

Equipment

Wireless microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Presentation laptopsqty 2
Projectorsqty 2
Projection screensqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB-C adaptersqty 4
Power banksqty 4

Tableware

Coffee cupsqty 180
Water glassesqty 180
Wine glassesqty 120
Dinner platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving boardsqty 12
Serving plattersqty 16
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4

Decorations

Program postersqty 12
Welcome signqty 2
Name badgesqty 30
Chalkboardsqty 8
Buntingqty 12
Book table decorationqty 8

Lighting

String lightsqty 8
LED lightsqty 12

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20

Catering

Groceries
- Coffee beans - 3 kilo
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lemons - 2 kilos
- Still mineral water - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Grape juice - 6 cartons
- Beer - 120 bottles
- Non-Alcoholic Lager - 48 Bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-free white wine - 6 bottles
- Baguettes - 25 pieces
- Whole wheat bread - 12 loaves
- Mini pistolets - 240 pieces
- Mini croissants - 180 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 3 kilos
- Young cheese - 4 kilos
- Brie - 3 kilo
- Hummus - 3 kilos
- Grilled vegetable spread - 2 kilos
- Turkey breast - 3 kilos
- Smoked salmon - 2 kilos
- Cucumbers - 3 kilos
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Peaches - 4 kilos
- Dried apricots - 2 kilos
- Unsalted nuts - 2 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Olives - 3 kg
- Mixed snack nuts - 4 kilos
- Mini quiches - 240 pieces
- Vegetable spring rolls - 180 pieces
- Falafel balls - 180 pieces
- Pasta - 8 kilo
- Pesto sauce - 3 kilo
- Tomato sauce - 5 liters
- Parmesan cheese - 2 kilos
- Mixed salad - 8 kilos
- Cucumber salad - 5 kilo
- Focaccia - 20 pieces
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Balsamic vinegar - 1 liter
- Olive oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Italian herbs - 250 grams
- Garlic powder - 1 jar
- Chocolate cookies - 10 packs
- Butter cookies - 10 packs
- Brownies - 120 pieces
- Apple pie - 8 pieces
- Whipped cream - 12 aerosol cans
- Paper napkins - 600 pieces
- Cocktail picks - 500 pieces
- Coffee filters - 3 packs
- Stirrers - 500 pieces
- Trays - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 60 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer gel - 6 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 3 bottles
- Toilet cleaner - 4 bottles
- Dish soap - 4 bottles
- Scouring sponges - 20 pieces
- Latex gloves - 4 boxes

Tips

Plan 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Include water for every speaker and keep extra cups available at the registration and book tables.
For a seated talk, allow one chair per registered guest plus 5–10% spare chairs. Set aside tables for registration, book sales and catering instead of relying on the main discussion tables.
Bring at least one working HDMI cable, one USB-C adapter and two extension cords for every presentation room. Test each presentation laptop and projector with the actual cables before the first session.
Prepare one name badge for every speaker, volunteer and organiser, plus 10% spare badges for last-minute changes. Keep the printed run sheet and contact list with the registration supplies.
For a full festival day, plan coffee equipment that can serve the expected audience in batches rather than one cup at a time. Have thermos flasks ready so the coffee service does not depend on a single coffee machine or kettle.

Frequently asked questions

What do I need for a literature festival catering table?: For each guest, plan the required plates, cutlery and glasses according to the menu, plus 10% extra for breakage and unexpected visitors. Include serving boards or platters, tongs, coffee cups, a coffee machine or kettle, and thermos flasks.
How many chairs do I need for a literature festival?: Start with one chair per registered guest and add 5–10% spare capacity. For 80 registrations, that means 84–88 chairs, before allowing for speakers, volunteers or a separate waiting area.
Which presentation equipment should I bring to a book festival?: Each presentation room should have a presentation laptop, projector, projection screen, suitable HDMI cable and the required USB-C adapter. Add microphones, stands and speakers where the room or audience size requires amplification, and test everything before opening.
When should I buy supplies for a literature festival?: Buy non-perishable equipment and tableware at least 1 week before the festival so missing items can still be replaced. Arrange fresh catering for collection or delivery on the event day, with enough time to check it before guests arrive.

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