What to buy for a literature festival
A literature festival needs more than books and chairs. You’ll need practical supplies for author sessions, registration, catering, signage, presentations and the book table. Plan drinks and coffee for the full programme, plus printed materials and technical backups before guests arrive. This shopping list helps you check the items that are easy to underestimate, especially reusable tableware, extension leads, microphones and materials for speakers and volunteers.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 180
- Foldable tablesqty 18
- Speaker chairsqty 12
- Speaker tablesqty 6
- Book tablesqty 3
- Coat racksqty 2
- Stoolsqty 8
Equipment
- Active speakersqty 4
- Wireless microphonesqty 6
- Microphone standsqty 6
- Mixerqty 2
- Laptopqty 2
- Projectorsqty 2
- Projection screensqty 2
- Extension cordsqty 10
- Power stripsqty 8
- Cable traysqty 12
- USB sticksqty 4
Lighting
- LED work lightsqty 8
- Atmosphere lightsqty 12
- Light standsqty 4
Tableware
- Reusable drinking glassesqty 220
- Coffee cupsqty 100
- Platesqty 220
- Cutlery setsqty 220
- Serving traysqty 12
- Thermos flasksqty 8
Kitchen
- Kettlesqty 4
- Coffee machinesqty 3
- Coolersqty 6
- Cutting boardsqty 4
- Bread knivesqty 4
- Storage binsqty 12
- Pliersqty 8
Decorations
- Book flagsqty 20
- Table runnersqty 12
- Book standsqty 20
- Photo wallsqty 2
- Plantsqty 12
Registration
- Registration formsqty 220
- Name badge holdersqty 220
- Pensqty 40
- Cash boxesqty 2
- Wristbandsqty 220
- Clipboardsqty 10
Paper goods
- Program leafletsqty 250
- Directional signsqty 30
- Speaker cardsqty 30
- Tapeqty 8
- Scissorsqty 6
- Markersqty 12
Cleaning
- Waste binsqty 12
- Vacuum cleanerqty 2
- Mopsqty 4
- Bucketsqty 4
- Cleaning glovesqty 8
Catering
- Groceries
- Coffee beans - 3 kilograms
- Tea bags - 300 pieces
- Herbal tea - 100 bags
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Sparkling water - 60 liters
- Still mineral water - 60 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Apple juice - 8 liters
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Cream cheese - 3 kilograms
- Hummus - 3 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Cucumber - 3 kilograms
- Tomatoes - 3 kilograms
- Arugula - 1 kilogram
- Bell peppers - 2 kilograms
- Grapes - 5 kilograms
- Apples - 6 kilogram
- Bananas - 5 kilograms
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Salted nuts - 3 kilogram
- Olives - 2 kilograms
- Crackers - 12 packs
- Cookies - 10 packs
- Brownies - 180 pieces
- Mini quiches - 180 pieces
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Salt - 500 grams
- Pepper - 250 gram
- Olive oil - 1 liter
- Ice cubes - 20 kilograms
- Napkins - 1000 pieces
- Paper cups - 300 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Disinfectant wipes - 6 packs
Tips
- Plan around 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Add extra water for authors and speakers, who may be talking for several sessions.
- Print at least one programme brochure per attendee, plus 10% extra for late registrations and replacements. Prepare room signs and route signs before setup so volunteers are not printing or improvising during arrivals.
- Provide one name badge for every author, speaker, volunteer and organiser, with at least 10 spare blanks. Keep marker pens and a small supply of replacement clips or lanyards at the registration desk.
- For each session room, allow one wireless microphone per active speaker and keep at least one spare microphone available for faults or audience questions. Pack extension cords, power strips and cable trays before loading the laptop, projector and speakers.
- Buy or collect enough cups, plates and cutlery for the busiest catering period, not the average audience. If you use reusable drinking glasses, plan a turnover system or at least 1.5 glasses per expected guest so clean ones are available between sessions.
Frequently asked questions
- How many drinks do I need for a literature festival?
- Budget 2–3 drinks per person during the first hour, followed by 1–2 drinks per person for every additional hour. Include water for every session room and extra bottles or glasses for authors and speakers.
- How many programme brochures should I print?
- Print one brochure per registered attendee and add 10% for late arrivals, damaged copies and people who take one home. Have the final quantity ready at least 3–5 working days before the festival if printing is outsourced.
- What AV equipment is needed for a literature festival?
- For each programmed room, plan active speakers, a wireless microphone, a microphone stand, a mixer where needed, and a laptop or projector if presentations are used. Bring at least one spare microphone and test every setup 2–3 hours before doors open.
- How much tableware do I need for festival catering?
- Use the busiest serving moment as your baseline: one plate, cutlery set and coffee cup per guest, plus roughly 10–20% spare. For reusable drinking glasses, allow about 1.5 per guest unless you have a reliable washing and collection system during the event.
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