What you need for a poetry night

A poetry night needs more than poems and a microphone. Plan seating, a clear speaking area, drinks service and printed information so guests know where to go and what is happening next. This shopping list covers the practical items for the room, refreshments, sound setup and registration desk. Check quantities against your confirmed audience and number of readers before you buy or borrow anything.

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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

Tableware

Glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Coffee spoonsqty 60
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Water carafesqty 6
Coolersqty 3

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothsqty 8
Battery lightsqty 12
Program boardsqty 4
Wayfinding signsqty 6
Sticky tackqty 4

Office

Program bookletsqty 60
Name badgesqty 20
Pensqty 20
Clipboardsqty 4

Cleaning

Waste binsqty 6
Broomqty 2
Vacuum cleaner
Mopsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Mints - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 3 liters
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Mini bread rolls - 70 pieces
- Whole wheat rolls - 30 pieces
- Young cheese - 2 kilograms
- Hummus - 1 kilogram
- Chicken breast slices - 1 kilogram
- Cream cheese - 500 grams
- Butter - 500 grams
- Breadsticks - 8 pieces
- Tomatoes - 2 kilograms
- Cucumbers - 6 pieces
- Mixed lettuce - 1 kilogram
- Vegetable soup - 8 liters
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 1 kilogram
- Olives - 1 kilogram
- Salted crackers - 6 packs
- Grapes - 3 kilograms
- Apples - 50 pieces
- Cookies - 6 packs
- Brownies - 50 pieces
- Lemons - 8 pieces
- Ice cubes - 6 bags
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Hand soap - 3 bottles
- Tissues - 6 boxes

Tips

Plan one chair per guest, plus a few extra seats for late arrivals and performers waiting to read. Keep a separate speaking table and enough space around it for a microphone stand.
For drinks, allow two to three servings per person during the first hour, then about one serving per person for each additional hour. Provide glasses, coffee cups, teaspoons and water carafes at the serving area.
Test the sound equipment at least 60 minutes before doors open. Bring spare extension cables and power strips, and check that every wireless microphone has a working battery.
Print one programme booklet per guest who registered, plus 10 extra copies. Prepare name cards, pens and clipboards before arrivals so last-minute changes do not delay check-in.
Set up directional signs before guests arrive, especially for the entrance, cloakroom, seating and restrooms. Use removable adhesive such as mounting putty so signs can be taken down without damaging the venue.

Frequently asked questions

What do I need for a poetry night at home?: Prepare seating for every guest, a separate speaking spot, a microphone and speaker if the room is larger than a living room, plus glasses, coffee cups, water carafes and serving trays. Add printed programmes, name cards and directional signs if you have more than 15 guests.
How many drinks should I buy for a poetry night?: Allow two to three drinks per person for the first hour and one additional drink per person for every later hour. For 30 guests at a two-hour event, that means roughly 90 to 120 servings, including water, coffee and other drinks.
How many programme booklets should I print?: Print one booklet for each confirmed guest and performer, then add 10 extra copies for walk-ins, mistakes and replacements. Finish printing at least one day before the event so the programme can still be corrected.
When should I test the microphone and speakers?: Test the full sound setup at least 60 minutes before the doors open, with the actual speaking position and room layout in place. Keep spare batteries, extension cables and a power strip available during the readings.

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