What to buy for a poetry festival

A poetry festival needs more than poems and a microphone. Plan the audience setup, refreshments, stage equipment and small details that are easy to leave until the last minute. This shopping list covers the practical items for seating, sound, lighting, serving coffee and drinks, and making the programme easy to follow. Check quantities against your guest list, then buy or borrow anything with a lead time, especially microphones, speakers and coffee equipment.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 120
Stoolsqty 6
Coat racksqty 2

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 6
Laptop
HDMI cablesqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Tableware

Reusable glassesqty 140
Coffee cupsqty 80
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3

Decorations

Poetry postersqty 12
Cotton table runnersqty 8
Chalkboardsqty 4
Vasesqty 10
Cut flowersqty 10

Catering

Groceries
- Coffee - 2 kilos
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Honey - 2 jars
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 20 pieces
- Mint - 10 bunches
- Ice cubes - 15 kilos
- Mini cheese sandwiches - 60 pieces
- Hummus mini sandwiches - 60 pieces
- Mini chicken sandwiches - 60 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Hummus - 8 tubs
- Salsa - 6 jars
- Olives - 4 jars
- Mixed nuts - 3 kilo
- Raisins - 1 kilo
- Cookies - 8 packs
- Brownies - 100 pieces
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Dish soap - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Disinfectant wipes - 4 packs
- Liquid hand soap - 4 bottles

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Reception

Name badgesqty 140
Badge holdersqty 140
Program leafletsqty 140
Pensqty 20
Registration listsqty 4
Directional signsqty 10

Paper goods

A4 paper
Markersqty 12
Adhesive tapeqty 6
Writing foldersqty 6

Tips

Plan seating for every registered guest, plus a small number of stools if the programme includes readers who prefer to sit. Set out coat racks near the entrance before guests arrive; they are easy to forget and awkward to add once the room is busy.
Prepare at least one working microphone for each active reading position and keep one spare if the programme is long. Test the mixer, speakers, microphone stands, extension cords and power strips at least 24 hours before the festival.
For a two-hour reception, allow roughly two drinks per person in the first hour and one per person for each additional hour. Chill the drinks several hours ahead, and use coolers or thermos flasks so service does not depend on a single fridge or kettle.
Match serving ware to the confirmed registrations rather than estimating from room capacity. Have one reusable glass, coffee cup, plate and cutlery set per guest, plus about 10% extra for breakage, spills and late additions.
Put programme information where people make decisions: at the entrance, beside the stage and near refreshments. Print enough programmes for every registered guest plus 10% extra, and prepare name badges before volunteers begin setting up.

Frequently asked questions

What do I need to buy for a poetry festival?: Plan for seating, coat storage, microphones, speakers, a mixer, microphone stands, cables, power strips and lighting. You will also need serving ware, coffee equipment, coolers, thermos flasks, catering supplies, printed programmes, name badges and simple signage or decorations.
How many glasses and coffee cups do I need for a poetry festival?: Start with one glass and one coffee cup per registered guest, then add about 10% extra. For 100 guests, that means 110 glasses and 110 cups, before allowing for separate service needs or repeated coffee rounds.
How much food and drink should I buy for a poetry festival?: For drinks, allow about two per person during the first hour and one per person for each extra hour. Order food from the confirmed registration count, including dietary requirements, and add roughly 10% extra for unexpected guests or larger portions.
When should I arrange sound equipment for a poetry festival?: Confirm the microphones, speakers, mixer and stands at least one week before the festival if you are hiring or borrowing them. Complete a full sound and cable test at least 24 hours before doors open, not during audience arrival.

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