What you need for a poetry night

A poetry night needs more than poems and a microphone. Plan for comfortable seating, a clear speaking area, reliable sound, drinks and simple snacks for the audience and performers. This shopping list covers the practical supplies that are easy to overlook, from microphone stands and extension leads to coffee cups, name cards and direction signs. Check quantities against your guest list, then buy or borrow the equipment at least a week before the event.

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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
Stoolsqty 4

Tableware

Drinking glassesqty 70
Coffee cupsqty 60
Pastry platesqty 60
Cutlery setsqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Laptop
Extension cordsqty 6
Power stripsqty 4

Lighting

Floor lampsqty 4
LED candlesqty 30

Decorations

Tableclothsqty 8
Mood lightingqty 4
Directional signsqty 6
Name badgesqty 60
Text standsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 2
Broom setsqty 2
Mopsqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 liters
- Cola Zero - 6 liters
- Ginger beer - 3 liters
- Apples - 40 pieces
- Grapes - 3 kilos
- Bananas - 30 pieces
- Mini cucumbers - 3 kilos
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 6 tubs
- Herb cream cheese - 4 tubs
- Salsa - 4 jars
- Mixed nuts - 2 kilos
- Rice cakes - 4 packs
- Crackers - 6 packs
- Whole wheat baguettes - 8 pieces
- Young cheese - 2 kilos
- Vegetarian spreads - 8 tubs
- Olives - 4 jars
- Mini gherkins - 3 jars
- Cookies - 6 packs
- Brownies - 60
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Stirrers - 100 pieces
- Coffee filters - 2 packs
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces

Tips

Provide one chair per expected guest, plus 5 to 10 spare chairs if the venue allows it. Add a few stools or the planned speaker table so performers have somewhere to sit before and after reading.
Allow 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Prepare extra drinking glasses and keep chilled drinks in cool boxes before guests arrive.
For coffee and tea, plan at least 1 cup per guest if hot drinks are part of the evening, with thermos flasks or serving pots ready before the first reading starts. Keep water kettles and coffee makers on separate power points where possible.
Test every microphone, speaker, cable and power strip 60 minutes before doors open. Bring enough extension cables to reach the speaking area without creating a walkway hazard, and keep spare batteries if any equipment uses them.
Print programs, prepare name cards and place direction signs before the room opens. Set out serving trays, tongs, plates and cutlery at least 30 minutes before refreshments are served so the poetry schedule is not interrupted.

Frequently asked questions

What should I buy for a poetry night?: You need seating, tables, a speaker table, microphones, speakers, microphone stands, a mixer, a laptop, extension cables and power strips. Add glasses, coffee cups, plates, cutlery, serving tools, drinks, snacks, lighting, name cards and direction signs.
How many chairs do I need for a poetry night?: Plan one chair for every expected guest, plus 5 to 10 spare chairs when space permits. Count performers, the presenter and volunteers separately if they will sit during the program.
How many drinks should I buy for a poetry night?: Allow 2 to 3 drinks per person for the first hour, then 1 drink per person for every additional hour. Include water as well as other drinks, and add about 10% extra for performers and unexpected guests.
When should I test the sound equipment for a poetry night?: Test the microphones, speakers, mixer, laptop and cables at least 60 minutes before guests arrive. Do a shorter check the day before if the equipment is borrowed or unfamiliar, so missing adapters can be replaced in time.

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