What to buy for a Poets' Evening

A Poets' Evening needs more than coffee and a microphone. Plan drinks, snacks, serving ware and the practical equipment that keeps readings moving without interruptions. This list covers the items to buy or bring, from coffee cups and water glasses to extension cords, tablecloths and stage lighting. Check quantities against your guest and poet registration numbers before shopping, especially when dietary requirements are still coming in.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Speaker table
Book table
Changing room rack

Tableware

Coffee cupsqty 70
Water glassesqty 70
Pastry platesqty 70
Teaspoonsqty 70
Serving bowlsqty 8
Serving plattersqty 8

Kitchen

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

Equipment

Active speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Laptop
Music player
Spare batteriesqty 12

Lighting

Standing lampsqty 4
LED string lightsqty 4

Decorations

Stage backdrop
Tableclothsqty 8
Candleless lanternsqty 6
Program standsqty 4
Adhesive hooksqty 20
Tapeqty 3
Scissorsqty 3

Catering

Groceries
- Coffee beans - 2 kilograms
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- White sugar - 2 kilogram
- Sweeteners - 200 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Beer - 48 bottles
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Cream cheese - 2 kilograms
- Young cheese - 2 kilograms
- Hummus - 1 kilogram
- Vegetarian tapenade - 750 gram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Arugula - 500 grams
- Grapes - 3 kilograms
- Apples - 50 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 4 jars
- Salted Nuts - 2 kilograms
- Dark chocolate - 1 kilogram
- Mini cookies - 4 kilograms
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Lemon juice - 2 bottles
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
Bottle openersqty 3
Corkscrewsqty 3
Ice packsqty 12
Cash box
Payment terminal
Price tagsqty 20
Pitchersqty 6
Water jugsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 3
Towel dispensersqty 3

Tips

Plan at least two drinks per guest for the first hour, then one additional drink per person for each following hour. Include water as well as coffee and tea, and keep extra hot water in thermos flasks.
Allow one snack or pastry portion per guest, plus 10% extra for late arrivals and seconds. Confirm dietary requirements before choosing the contents of serving bowls and platters.
Prepare one water glass for every poet and presenter, with at least two spare glasses at the stage area. Put the glasses on a small table beside the microphones so nobody has to leave during a reading.
Count microphones, stands and audio cables before setup, not on the event day. Bring at least one spare audio cable and use power strips and extension cords so the speaker table and lighting can reach safe power points.
Set aside separate tableware for the book table and refreshments: tablecloths, serving tongs, bowls and platters are easy to overlook when the stage area is being arranged. Pick up keys and check the room at least 2 hours before guests arrive so you still have time to shop for missing items.

Frequently asked questions

How many drinks do I need for a Poets' Evening?: Plan for two drinks per guest during the first hour, followed by one drink per person per additional hour. Add at least 10% extra if the evening is open-ended or attendance is uncertain.
How much food should I buy for a poetry reading?: Allow one snack or pastry portion per guest and add 10% extra. Buy a separate option for each dietary requirement you have received before shopping.
What equipment do I need for poets reading aloud?: For each reading position, plan one microphone and one microphone stand, plus active speakers, a mixer and compatible audio cables. Bring one spare cable and test the complete system at least 2 hours before doors open.
How many coffee cups and water glasses are needed?: Start with one coffee cup and one water glass per expected guest, plus 10% spare. Prepare one additional water glass for every poet or presenter using the stage.

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