What you need for a poetry evening

A poetry evening needs more than poems and chairs. Prepare a clear reading spot, reliable sound equipment, enough seating, and a simple setup for coffee, tea, water and snacks. The shopping list below covers the practical items for welcoming visitors, supporting performers and keeping the room comfortable. Check technical equipment early, because missing batteries, cables or a microphone stand can delay the programme just before the audience arrives.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Speaker table
Coat racksqty 2

Tableware

Coffee cupsqty 70
Water glassesqty 70
Platesqty 70
Cutlery setsqty 70
Coffee potsqty 3
Water carafesqty 6

Equipment

Active speakerqty 2
Wireless microphoneqty 2
Microphone stand
Audio mixer
Extension cordsqty 4
Power stripsqty 4
Spare batteriesqty 8

Lighting

Standing lampsqty 4
Mood lightingqty 3

Decorations

Tableclothsqty 8
Decorative vasesqty 6
Artificial flowersqty 12
Program standsqty 6
Name badge holdersqty 10

Kitchen

Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 8
Serving utensilsqty 8
Bottle openersqty 2
Cutting boardsqty 2
Kitchen knivesqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Spongesqty 6

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 3 packs
- Grape juice - 2 packs
- Lemons - 8 pieces
- Ice cubes - 4 bags
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla chips - 3 bags
- Salted peanuts - 2 bags
- Olives - 3 jars
- Grapes - 4 kilograms
- Apples - 40 pieces
- Mandarins - 40 pieces
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Baguettes - 10 pieces
- Whole grain crackers - 6 packs
- Rice cakes - 4 packs
- Herb butter - 4 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Stirrers - 100 pieces
- Coffee filters - 100 pieces
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Disinfectant wipes - 2 packs
- Name stickers - 100 pieces
- Ballpoint pens - 20 pieces
- Printing paper - 1 pack

Tips

Plan one seat per registered visitor, plus a few extras if the room allows. Arrange a separate speaking table and a visible reading spot so performers do not have to improvise their setup.
For refreshments, prepare at least one cup per guest, one water glass per guest and enough plates and cutlery for the snacks you are serving. Put coffee and tea supplies out before the first visitor arrives.
Test the active speaker, wireless microphone, microphone stand and audio mixer at least 60 minutes before the start. Keep spare batteries, extension cables and power strips together at the equipment table.
Use one name badge holder for every expected guest and performer, with a small reserve of about 10 percent. Set them out at the registration table instead of handing them out while people are entering.
Provide at least two light sources for the reading area: one that illuminates the speaker and separate ambient lighting for the audience. Check the room from the back row so the text and faces remain visible without glare.

Frequently asked questions

What do I need for a poetry evening?: You need seating, a speaking table, a reading spot, a microphone and speaker, lighting, serving supplies, refreshments and registration materials. For a simple event, allow one chair, water glass and name badge holder per attendee, plus around 10 percent spare badges and chairs where possible.
How much coffee and tea should I buy for a poetry evening?: Allow one to two cups per guest for a short evening of around two hours. Prepare at least one coffee or tea cup per person, and keep extra hot drinks available if the programme includes an interval or lasts longer than two hours.
How early should I test the sound equipment?: Test the speaker, microphone, mixer, cables and batteries at least 60 minutes before guests arrive. This leaves time to replace batteries, move the microphone stand or find another power connection without cutting into the programme.
How many chairs and glasses do I need for a poetry evening?: Provide one chair and one water glass for each registered visitor, then add a small reserve if space permits. For 30 guests, prepare at least 30 chairs and glasses, with two or three extra chairs and several spare glasses for late additions or replacements.

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