What you need for a literature festival

A literature festival needs more than books and chairs. This shopping list covers the practical supplies for author sessions, registration, catering, the book table, signage, and basic AV. Plan quantities from your final participant list, then add a small buffer for walk-ins, damaged items, and last-minute guests. Check which furniture and equipment the venue already provides before buying or hiring anything, especially microphones, speakers, cables, tables, and power strips.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Bar stoolsqty 8
Tableclothsqty 12
Bookshelvesqty 3
Changing room rackqty 2
Lecternqty 2
Stage sectionsqty 6
Stoolsqty 6

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Forksqty 150
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving boardsqty 10
Small bowlsqty 20
Carafesqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 3
DI box
Laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 6
Power banksqty 4

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 12
Light standsqty 4

Decorations

Festival Flagsqty 20
Book postersqty 15
Table décorqty 12
Name badgesqty 30
Guest booksqty 2
Photo backdrop

Catering

Coolersqty 4
Thermos flasksqty 8
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Serving traysqty 12
Drink dispensersqty 4
Bottle openersqty 4
Ice packsqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Kitchen tongsqty 6
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Mop setsqty 2
Bucketsqty 4
Dustpan and brushqty 3
Waste binsqty 8
Hand broomsqty 3

Registration

Registration desk
Cash register
Payment terminal
Badge holdersqty 120
Pensqty 20
Clipboardsqty 4
Program leafletsqty 130
Route signsqty 12
Wristbandsqty 130

Groceries

Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Tea infusions - 1 box
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Still mineral water - 48 liters
- Sparkling mineral water - 24 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Sinas - 6 liters
- Ginger ale - 6 liters
- Bitter lemon - 6 liter
- Apple juice - 8 liters
- Orange juice - 8 liters
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 4 bottles
- Ice cubes - 10 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Honey - 2 jars
- Butter - 1 kilogram
- Cucumber - 10 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Bell peppers - 2 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Oranges - 30 pieces
- Strawberries - 2 kilograms
- Lemon cake - 3 pieces
- Apple pie - 3 pieces
- Brownies - 4 trays
- Mini muffins - 120 pieces
- Mini croissants - 100 pieces
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Wraps - 100 pieces
- Tortilla chips - 3 kilograms
- Paprika chips - 2 kilograms
- Plain chips - 2 kilograms
- Mixed nuts - 1 kilogram
- Student mix - 1 kilogram
- Olives - 1 kilogram
- Sun-dried tomatoes - 500 grams
- Cheese slices - 2 kilograms
- Brie - 1 kilogram
- Goat cheese - 750 grams
- Young cheese - 1 kilogram
- Vegetarian falafel - 3 kilograms
- Chicken breast slices - 1 kilogram
- Smoked salmon - 750 grams
- Egg salad - 1 kilogram
- Herb cream cheese - 750 grams
- Arugula - 500 grams
- Lettuce - 6 heads
- Avocado - 20 pieces
- Red onion - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 4 jars
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Paper plates - 150
- Wooden stirrers - 300 pieces
- Wooden skewers - 300 pieces
- Food-safe gloves - 2 boxes
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Diet labels - 50 pieces
- Trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces

Tips

Print one program booklet per registered visitor, plus 10% extra for late registrations and replacements. Prepare name badges for every participant, author, speaker, volunteer, and organiser.
For a one-hour reception, allow 2–3 drinks per person, then 1 drink per person for each additional hour. Chill drinks at least 4 hours before doors open and keep water available in carafes.
Count tableware against the busiest catering moment, not the total guest count. Have one plate, fork, knife, spoon, and glass per guest, plus at least 10% spare; plan separate coffee cups and small bowls for snacks.
Prepare the book table with books from every confirmed author and bring serving boards or small bowls only if they are needed for the catering setup. Keep a changing-room rack available if visitors may arrive with coats or bags.
Test the mixer, speakers, wireless microphones, lecterns, laptop, HDMI cables, DI box, extension cords, and power strips before the festival. Pack at least two spare HDMI cables and charge power banks the night before.

Frequently asked questions

What should I buy for a literature festival?: Start with printed program booklets, name badges, route signs, author books, drinks, snacks, and catering supplies. You may also need tables, chairs, bookshelves, a lectern, microphones, speakers, a mixer, cables, and power strips; confirm venue inventory before ordering.
How many drinks do I need for a literature festival?: For the first hour, allow 2–3 drinks per person, followed by 1 drink per person for each additional hour. Add around 10% extra for late arrivals and unexpected guests, and chill the drinks at least 4 hours before the event.
How many program booklets and name badges should I print?: Print one program booklet per registered visitor and add 10% for late registrations or replacements. Prepare one name badge for every visitor who needs identification, plus all authors, speakers, volunteers, and organisers.
When should I test the literature festival equipment?: Run a complete sound and presentation test at least 24 hours before the festival, then check connections again 60 minutes before opening. Test every microphone, speaker, cable, laptop connection, and power strip in the room where it will be used.

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