What you need for a poetry night

Use this shopping list to prepare a poetry night with seated guests, live readings and a simple drinks-and-snacks service. Plan tableware for every attendee plus a small buffer, and check technical equipment before buying or borrowing anything. Microphones, speakers, cables and lighting are often arranged too late, especially when the venue has no built-in setup. The full plan also covers the practical details around the event, from the reception table to the cloakroom and printed programme.

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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 rackqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 70
Drinking glassesqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10
Serving tongsqty 6
Coffee potsqty 3
Thermos flasksqty 4
Water jugsqty 6

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Audio mixer
Audio cablesqty 6
Extension cordsqty 3
Power stripsqty 5
Clipboardsqty 3

Lighting

Atmosphere lightsqty 6
Battery lampsqty 10

Decorations

Tableclothsqty 8
Menu standsqty 8
Program postersqty 6
Name badgesqty 20

Cleaning

Waste binsqty 5
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Dish brushesqty 3

Catering

Coolersqty 3
Serving traysqty 6
Ice cube traysqty 4
Corkscrewqty 2
Bottle openersqty 3
Ice packsqty 12
Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Black tea - 30 bags
- Herbal tea - 30 bags
- Coffee creamer - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Still water - 4 crates
- Sparkling water - 3 crates
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 liters
- Grape juice - 6 liters
- Lemons - 12 pieces
- Apples - 60 pieces
- Grapes - 5 kilograms
- Bananas - 30 pieces
- Mini cream cheese - 4 packages
- Hummus - 6 tubs
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Sliced cheese - 3 kilogram
- Vegetarian spread - 8 tubs
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Olives - 4 jars
- Mixed nuts - 3 kilograms
- Cookies - 8 packs
- Brownies - 80 pieces
- Savory pie - 6 pieces
- Salt - 1 tin
- Pepper - 1 can
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Allow one drinking glass per guest, plus 10% extra for breakage or glasses left around the room. Add coffee cups, plates and cutlery if you are serving hot drinks or food.
For a seated reading, arrange one chair per guest and keep a separate speaker table, presenter position and a few stools available. Confirm the room layout before buying or hiring extra furniture.
Check the sound setup at least 48 hours before the event: active speakers, wireless microphones, microphone stands, an audio mixer, audio cables, extension reels and power strips all need to work together.
Prepare lighting before guests arrive, not during the first reading. Use atmosphere lamps or battery lamps where the audience needs to see programmes and move safely without lighting the room too brightly.
Buy or gather the items people tend to overlook: name cards, clipboards, menu stands, serving tongs, water jugs, waste bins and cleaning buckets. Put drinks in cold storage several hours before doors open.

Frequently asked questions

How many glasses do I need for a poetry night?: Plan one glass per guest and add 10% extra. For 50 guests, that means at least 55 drinking glasses, with separate coffee cups if coffee is served.
How much seating do I need for a poetry night?: Provide one chair for every expected guest, then add around 5% spare seating where the room allows it. For 40 guests, prepare 42 chairs and keep the speaker and presenter positions clear.
When should I test the microphones and speakers?: Test the complete sound system at least 48 hours beforehand, then run a short check again 60 minutes before doors open. Confirm both wireless microphones, the mixer, cables and power connections.
When should drinks be chilled for a poetry night?: Move the drinks into cold storage several hours before the event, or at least 3 hours before guests arrive. Keep water available at the speaker table as well as at the reception area.

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