What you need for a poetry slam

A poetry slam needs more than microphones and a stage. You will also need a clear registration point, seating for the audience, a judges’ table, refreshments and a reliable way to time each performance. Buy or collect the consumables first, then check the technical equipment at least one day before the event. Use the number of poets, judges, volunteers and expected visitors to calculate quantities rather than shopping by guesswork.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Tall cocktail tablesqty 4
Judges' table
Registration desk
Catering tableqty 2
Stoolsqty 6

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Active speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Laptop
Timerqty 2

Lighting

Stage spotlightsqty 4
Atmosphere lightsqty 8
Light standsqty 2

Tableware

Reusable drinking glassesqty 140
Coffee cupsqty 80
Platesqty 140
Cutlery setsqty 140
Coffee spoonsqty 80
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 3

Decorations

Stage drapesqty 2
Decorative plantsqty 6
Welcome sign
Round signsqty 8
Name badgesqty 140
Pensqty 30
Prize trophiesqty 3
Gift vouchersqty 3

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Non-alcoholic beer - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Mini water - 120 bottles
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Wholemeal wraps - 8 packs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Chicken breast slices - 1 kilogram
- Back ham - 1 kilogram
- Eggs - 30 pieces
- Cucumbers - 8 pieces
- Tomatoes - 4 kilogram
- Arugula - 8 bags
- Bell peppers - 12 pieces
- Red onions - 8 pieces
- Olives - 4 jars
- Pickles - 3 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Cookies - 10 packs
- Brownies - 8 boxes
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Paper napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces
- Hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Plan about 2–3 drinks per person for the first hour, then 1 drink per person per additional hour. Add extra water for poets, judges and volunteers who are speaking or working throughout the evening.
Allow one reusable drinking glass per expected guest, plus one spare for every 10 guests. For coffee, provide one cup per expected serving and keep at least 10% extra for refills and breakages.
Set aside one table for registration, one for catering and a separate judges’ table. Keep name badges, printed programmes and the timer at registration so volunteers do not have to search for them during the first performances.
For the sound setup, check the number of wireless microphones against the format: you need at least one for the host and one for performers, with a spare if the venue allows it. Test the mixer, active speakers, audio cables, extension cords and power strips before guests arrive.
Prepare the technical and lighting kit before shopping day ends. A laptop, timer, microphone stands, stage spotlights and light stands are easy to forget because they are not part of the catering order, but missing one can delay the opening by 15–30 minutes.

Frequently asked questions

What do I need to buy for a poetry slam?: Plan drinks, coffee, catering, reusable glasses, coffee cups, plates, cutlery and serving equipment for the audience. You also need practical event equipment such as microphones, speakers, a mixer, cables, a timer and stage lighting.
How many drinks do I need for a poetry slam?: For the first hour, calculate 2–3 drinks per person, followed by about 1 drink per person for every extra hour. Add roughly 10% to the total for volunteers, performers, judges and unexpected guests.
How much tableware is needed for a poetry slam?: Start with one reusable glass and one plate per expected guest, plus 10% spare. For coffee, provide one cup and spoon per planned serving, and add extra cups if the programme includes a break or lasts longer than two hours.
When should I test the equipment for a poetry slam?: Test the microphones, speakers, mixer, cables, laptop, timer and lighting at least one day before the slam. Repeat a short soundcheck 60–90 minutes before doors open, when the room is arranged and all power connections are in place.

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