What you need for a live podcast

A live podcast needs more than microphones and a laptop. You will need a complete audio chain, enough seating for the audience, lighting that works on camera, and simple catering supplies for guests and crew. Plan one microphone per speaker, plus a spare battery set and backup recording media. This checklist helps you buy or bring the equipment and consumables that are easy to overlook before doors open.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 60
Bar stoolsqty 4
Speaker table
Coat rack
Waste binsqty 4

Equipment

Dynamic microphonesqty 4
Microphone standsqty 4
Headphonesqty 4
Headphone amplifier
Audio mixer
Audio interface
Recording device
Laptop
Active speakersqty 2
Monitor speakersqty 2
XLR cablesqty 6
Jack cablesqty 4
DI box
Power stripsqty 6
Extension cordsqty 8
Gaffer tapeqty 3
Spare batteriesqty 12
USB sticksqty 3

Lighting

LED panelsqty 4
Light standsqty 4
Mood lightingqty 2

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Serving jugsqty 6
Pliersqty 4

Decorations

Tableclothsqty 8
Stage backdrop
Directional signsqty 6
Name badgesqty 20
Pensqty 30

Cleaning

Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Iced tea - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 10 bags
- Mini rolls - 80 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Smoked chicken breast - 1 kilo
- Vegetarian spread - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Arugula - 6 bags
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Olives - 4 jars
- Nut mix - 3 kilo
- Cookies - 8 packs
- Brownies - 60
- Napkins - 300 pieces
- Coffee stirrers - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Allow one dynamic microphone and one microphone stand for every person speaking. Keep at least one spare microphone cable and a set of spare batteries on hand for last-minute failures.
For a recorded show, use headphones for each person monitoring the conversation and connect them through a headphone amplifier. Test the complete signal path at least 60 minutes before guests arrive.
Bring enough power strips and extension cords to reach the mixer, recording device, laptop, speakers and lighting. Secure cables with gaffer tape so audience members cannot catch their feet.
Provide seating based on your confirmed attendance, then add roughly 5% extra chairs if the room allows. A speaker table, bar stools and a coat rack are easy to miss when arranging the stage area.
Buy or collect catering supplies at least one day ahead when possible. Count reusable drinking glasses, coffee cups and plates for every guest, speaker and crew member, and place waste bins near the catering area.

Frequently asked questions

What equipment do I need for a live podcast?: Plan one dynamic microphone, microphone stand and headphone connection per speaker. You will also need an audio mixer, audio interface or recording device, laptop, cables, power, monitoring speakers and a backup recording option.
How many microphones do I need for a live podcast?: Count every person who may speak, including the host, guests and moderator. For example, a host and two guests need three microphones; bring one spare microphone or cable if the event cannot easily pause.
How early should I set up live podcast equipment?: Start the technical setup at least 2 hours before the audience enters. Complete a full sound check with every microphone, headphone, cable, speaker and recording device no later than 60 minutes before the start.
What should I bring as a backup for a live podcast recording?: Bring spare batteries, extra XLR and jack cables, gaffer tape and at least two USB sticks. Record a safety copy on a second device or medium throughout the show instead of waiting until the end.

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