What you need for a poetry afternoon

A poetry afternoon needs more than poems and chairs. Plan refreshments for the full programme, a clear registration point, and a comfortable reading area where every speaker can be heard and seen. This shopping list covers serving supplies, hot drinks, snacks, signage and practical equipment. Check what the venue already provides before buying anything, especially tables, chairs, kettles and coffee machines. Confirm dietary requirements before you shop so suitable sandwiches and snacks are available on the day.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Speaker table
Coat rackqty 2
Waste binsqty 4

Tableware

Coffee cupsqty 70
Drinking glassesqty 80
Platesqty 70
Cutlery setsqty 70
Teaspoonsqty 70
Serving plattersqty 10
Serving spoonsqty 6

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Coolersqty 4

Equipment

Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Table lampsqty 4

Decorations

Tableclothsqty 8
Flower vasesqty 6
LED candlesqty 20
Flower arrangementsqty 6
Name badge holdersqty 60

Organization

Writing foldersqty 4
Clipboardsqty 4
Ballpoint pensqty 20

Cleaning

Broomqty 2
Dustpanqty 2
Mopqty 3
Bucketsqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Fruit squash - 2 bottles
- Still water - 4 bottles
- Mini popsicles - 60 pieces
- Wholemeal rolls - 60 pieces
- White rolls - 40 pieces
- Young cheese - 2 kilograms
- Back ham - 1 kilogram
- Hummus - 1 kilogram
- Butter - 500 grams
- Strawberry jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Iceberg lettuce - 4 heads
- Chicken breast - 1 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 6 packs
- Butter cookies - 6 packs
- Apples - 60 pieces
- Grapes - 4 kilograms
- Lemons - 10 pieces
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Paper towels - 6 rolls
- Napkins - 200 pieces
- Trash bags - 2 rolls
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 1 package
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Rubber gloves - 4 pairs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include both coffee and tea, plus water in jugs so guests do not rely only on hot drinks.
Buy food according to confirmed registrations, then add around 10% extra for late arrivals and larger appetites. Keep dietary alternatives separate and label them clearly at the serving table.
Allow one cup, glass, plate and cutlery set per guest, plus at least 10% spare. The extra pieces cover dropped items, second servings and volunteers who eat or drink during the afternoon.
Prepare the registration table before guests arrive with printed programmes, name badge holders, writing folders and clipboards. Put the programme and badges in separate groups so check-in does not become a queue.
Check extension cords and power strips before bringing out kettles, coffee machines and table lamps. Keep cables away from the reading area and walkways, and fill coolers before the first guest arrives.

Frequently asked questions

How much coffee and tea do I need for a poetry afternoon?: Plan two to three drinks per person during the first hour and about one drink per person for every hour after that. Prepare extra hot water and tea bags for guests who do not drink coffee.
How many snacks should I buy for a poetry afternoon?: Allow three to five small savoury or sweet portions per person for a two- to three-hour afternoon. Add about 10% extra and set aside clearly labelled dietary alternatives based on the registrations.
What tableware do I need for a poetry reading?: Provide one coffee cup, drinking glass, plate and cutlery set per attendee, with at least 10% spare. Add teaspoons, serving platters and serving spoons so refreshments can be replenished without using personal cutlery.
When should I buy supplies for a poetry afternoon?: Check the shopping list and venue inventory at least one week before the event. Buy shelf-stable items two to three days ahead, then collect fresh bread, sandwiches and other perishable food on the day itself.

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