What you need for a poetry night

A poetry night needs more than drinks and chairs. You will need serving items for coffee and snacks, clear signs for arrivals, and reliable sound equipment so every performer can be heard. This shopping list also covers the small items that are easy to miss, such as microphone stands, extension cords, name badges and tape. Check technical requirements with performers before buying or collecting equipment, then complete the shopping at least one day before the event.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Speaker table
Stoolsqty 4
Clothes racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 90
Platesqty 80
Forksqty 80
Coffee spoonsqty 70
Serving plattersqty 10
Serving tongsqty 6

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Laptop
HDMI cable

Lighting

LED ambient lightsqty 8
String lightsqty 4

Decorations

Poetry postersqty 12
Table runnersqty 8
Vasesqty 8
Flower arrangementsqty 8
Name badgesqty 20
Directional signsqty 6
Tapeqty 4
Scissorsqty 3

Kitchen

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

Cleaning

Waste binsqty 4
Broomsqty 2
Dustpansqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 48 bottles
- Alcohol-free wine - 6 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Ice cubes - 8 bags
- Baguettes - 12 pieces
- Mini quiches - 120 pieces
- Mini savory bites - 120 pieces
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Brie - 4 pieces
- Young cheese - 2 kilos
- Savory spreads - 4 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilos
- Olives - 4 jars
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Paper towels - 6 rolls

Tips

Plan around two to three drinks per guest for the first hour, then one drink per person for each additional hour. Buy a small reserve so you are not shopping during the performances.
For coffee service, allow one cup, one spoon and one glass per expected guest, plus at least 10% extra. Put plates, forks, serving platters and serving tongs together before guests arrive.
Check the number and type of microphones performers need at least one week beforehand. For a standard reading setup, prepare one microphone per active speaker, a stand for each wired microphone, and a spare cable or microphone if available.
Count extension cords and power strips from the stage area to the nearest outlets before setup day. Test the laptop, HDMI cable, mixer and active speakers together during the sound check rather than discovering a missing connection at opening time.
Prepare directional signs, name badges, poetry posters and tape before the venue opens. Bring scissors and place signs at the entrance, reception point and route to the performance area so late arrivals can find their way quietly.

Frequently asked questions

What should I buy for a poetry night?: Plan drinks, coffee cups, glasses, plates, forks, coffee spoons, serving platters and serving tongs for catering. You may also need microphones, microphone stands, active speakers, a mixer, extension cords, power strips, a laptop and an HDMI cable.
How many drinks do I need for a poetry night?: Allow two to three drinks per guest during the first hour, then one drink per guest for every additional hour. Add around 10% extra for unexpected guests or performers who stay after the event.
When should I buy supplies for a poetry night?: Do the main shopping at least one day before the event, especially for shelf-stable catering, tableware and decorations. Chill drinks on the day itself, allowing several hours for them to cool properly.
What sound equipment is needed for a poetry night?: A basic setup includes active speakers, wireless microphones, microphone stands, a mixer, extension cords and power strips. Confirm performers' requirements at least one week ahead and complete a full sound check before doors open.

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