What you need for a poetry evening

A poetry evening needs more than microphones and chairs. Plan drinks and snacks for the full audience, plus cups, glasses, plates and serving trays that can be set out before guests arrive. You will also need practical items for the reading area, registration table and cleanup afterwards. Use the quantities below as a starting point, then adjust them to your confirmed visitor list and the length of the programme.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 50
Tablesqty 6
Speaker table
Coat racksqty 2
Tableclothsqty 6

Tableware

Coffee cupsqty 50
Water glassesqty 50
Cake platesqty 50
Teaspoonsqty 50
Serving traysqty 6

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Microphone standsqty 2
Music standsqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 2
Bottle openersqty 2

Decorations

Poetry postersqty 8
Menu Board
Pen holdersqty 3
Name badgesqty 50

Lighting

LED lightsqty 4

Cleaning

Dish brushesqty 2
Washing-up bowlsqty 2
Trash binsqty 3
Broom and dustpan
Mop set

Catering

Groceries
- Regular coffee - 3 packs
- Decaf coffee - 1 pack
- Assorted tea bags - 2 boxes
- Sugar - 1 pack
- Mints - 1 box
- Semi-skimmed milk - 5 liters
- Oat milk - 2 liter
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ginger ale - 3 bottles
- Apple juice - 3 packs
- Grape juice - 2 packs
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Snack mix - 3 bags
- Plain chips - 3 bags
- Paprika chips - 3 bags
- Cheese cubes - 1.5 kilograms
- Grapes - 2 kilogram
- Apples - 2 kilograms
- Cucumber - 4 pieces
- Cherry tomatoes - 1 kilogram
- Carrots - 1 kilogram
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Baguettes - 6 pieces
- Crackers - 4 packs
- Olives - 3 jars
- Mixed nuts - 1 kilogram
- Mini cookies - 4 packs
- Brownies - 50 pieces
- Lemons - 6 pieces
- Paper napkins - 4 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 1 bottle
- Hand soap - 2 dispensers
- Hand sanitizer - 2 bottles

Tips

Plan 2–3 drinks per guest for the first hour, then 1 drink per person for each additional hour. Include coffee, tea and water, and chill bottled drinks at least 3 hours before doors open.
Allow 2 snack portions per guest and put them on serving trays rather than leaving packets on the reception table. Check dietary requirements 3–5 days before shopping so you can label suitable options.
Prepare one name badge and one printed programme per registered visitor, plus 10% extra. Keep spare pens in the pen holders at the reception table for last-minute registrations or corrections.
Test the active speakers, mixer and wireless microphones at least 60 minutes before guests arrive. Bring extension cords, power strips and charged power banks; a missing adapter or flat battery can delay the first reading.
Set aside 30 minutes after the event for clearing cups, plates and food. Put washing-up bowls, dish brushes and trash bins where volunteers can reach them, rather than packing them away in another room.

Frequently asked questions

How many drinks do I need for a poetry evening?: Plan 2–3 drinks per person for the first hour, then 1 additional drink per person for every extra hour. Add extra water for speakers and anyone using the microphone.
How much food should I buy for a poetry evening?: Buy about 2 snack portions per guest for a short evening programme. For an event lasting more than 2 hours, plan 3 portions per person and include clearly labelled options for dietary requirements.
When should I buy and chill the drinks?: Do the main shopping 1–2 days before the event and chill bottled drinks at least 3 hours before doors open. Prepare coffee and tea close to the start time so they remain hot.
How many name badges and programmes should I print?: Print one name badge and one programme for each confirmed visitor, plus 10% extra. For 50 guests, prepare 55 of each and keep a few blank badges for late registrations.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.