What you need for a podcast festival

A podcast festival needs more than microphones and a stage. You will also need drinks, serving items, printed materials and reliable ways to connect and power the recording setup. Plan quantities from your expected attendance, then add a small reserve for speakers, crew and late arrivals. Buy or collect anything that must be chilled, printed or tested at least one day before the festival.

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What to bring

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

Furniture

Chairsqty 170
Tablesqty 14
Bar stoolsqty 6
Reception desk
Stage panelsqty 3
Clothes racksqty 2

Tableware

Water glassesqty 180
Coffee cupsqty 120
Platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12
Serving traysqty 12

Equipment

Dynamic microphonesqty 8
Wireless microphonesqty 4
Microphone standsqty 8
Headphonesqty 8
Audio interfaceqty 2
Recording computersqty 2
Memory cardsqty 8
Laptop adaptersqty 4
Projectorsqty 2
Projection screensqty 2
Laptopsqty 2
Active speakersqty 4
Mixing consolesqty 2
DI boxesqty 2
Audio and power cablesqty 30
Cable traysqty 20
Extension cordsqty 12
Power stripsqty 12
Power banksqty 6

Lighting

LED panel lightsqty 8
Atmosphere lightsqty 12
Light standsqty 6

Decorations

Backdrop cloth
Podcast festival bannerqty 2
Tableclothsqty 14
Decorative plantsqty 8
Name badgesqty 180
Badge holdersqty 180
Directional signsqty 12
Flip chartsqty 3
Markersqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Serving bowlsqty 16
Scissorsqty 6
Bottle openersqty 6

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Cleaning bucketsqty 3
Toilet brushesqty 4
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 6 liters
- Coffee creamer - 3 tubs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Lemons - 2 kilos
- Limes - 1 kilo
- Ice cubes - 20 kilo
- Mineral water for speakers - 24 bottles
- Mixed nuts - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Hummus - 12 tubs
- Guacamole - 8 tubs
- Salsa sauce - 8 jars
- Olives - 3 kg
- Cucumber - 12 pieces
- Carrots - 5 kilos
- Cherry tomatoes - 4 kilos
- Grapes - 6 kilos
- Apples - 100 pieces
- Bananas - 60 pieces
- Mini croissants - 180 pieces
- Mini muffins - 180 pieces
- Brownies - 150 pieces
- Mini quiches - 150 pieces
- Vegetarian wraps - 80 pieces
- Vegan wraps - 40 pieces
- Chicken wraps - 60 pieces
- Cheese cubes - 3 kilo
- Crackers - 12 packs
- Baguettes - 20 pieces
- Cream cheese - 12 tubs
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Vegan spread - 8 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 500 pieces
- Paper cups - 250 pieces
- Wooden stirrers - 500 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Trash bags - 60 pieces
- Blue trash bags - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include still water for every speaker and moderator, especially when several sessions run back to back.
Count one programme folder and one name badge for every registered attendee, then print or prepare 10% extra. Last-minute guests and damaged badges are easy to overlook.
Allow one microphone for each person speaking at the same time, plus one spare wired or wireless microphone. Check batteries, stands, adapters and cables before equipment reaches the venue.
Match tableware to the food service rather than the guest count alone: provide one plate, dessert plate, cutlery set and coffee cup per guest, with at least 10% extra for turnover.
Pack cables and power items by room, including extension cords, cable trays and laptop adapters. Test every projector, screen, audio interface, mixer and active speaker with the actual presentation laptops before doors open.

Frequently asked questions

How many microphones do I need for a podcast festival?: Count one microphone for every person who may speak at the same time, including the host and moderator. Add at least one spare microphone and allow time to test the full setup before opening.
How much water and drinks should I buy for a podcast festival?: Plan two to three drinks per person for the first hour and one additional drink per person for every later hour. Keep extra water available for speakers, moderators and the production team.
How many printed programmes and name badges should I prepare?: Prepare one programme and one name badge per registered attendee, plus 10% extra. Print them at least one day before the festival so spelling errors or missing registrations can still be corrected.
When should I test the podcast festival equipment?: Complete the full equipment test at least one day before the event, including microphones, headphones, recording computers, memory cards, projectors and power cables. Repeat a short sound and image check when the room is fully set up.

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