What to Buy for a Poets' Evening

A Poets' Evening needs more than drinks and chairs. You also need reliable sound equipment, a clear reading area, coffee service, servingware and small items that keep the room organised. Use the quantities in your event plan to match the number of poets and guests, then check the less obvious supplies early. Microphone cables, name badges, thermos flasks and coat storage are easy to overlook and difficult to replace shortly before the readings begin.

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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

Tableware

Coffee cupsqty 70
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8

Equipment

Active speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Audio cablesqty 6
Power stripsqty 4

Lighting

Standing lampsqty 4
String lightsqty 4

Decorations

Tableclothsqty 8
Candle holdersqty 10
LED candlesqty 20
Poetry postersqty 12
Name badgesqty 20

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Scissorsqty 2
Tapeqty 4

Cleaning

Trash binsqty 4
Vacuum cleaner

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Hot chocolate - 2 liters
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Grape juice - 2 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Mini pretzels - 3 bags
- Olives - 3 jars
- Cheese cubes - 2 kilogram
- Grapes - 3 kilograms
- Apples - 4 kilograms
- Cucumbers - 4 pieces
- Carrots - 2 kilogram
- Hummus - 6 tubs
- Baguettes - 8 pieces
- Cream cheese - 1 kilogram
- Butter - 500 grams
- Cookies - 6 packs
- Brownies - 60
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan one microphone setup for the reading area and test the active speakers, mixer, cables, microphone stands and power strips before shopping is finished. A missing audio cable can stop the programme, even when every other item is ready.
Match coffee cups, glasses, plates and cutlery sets to the expected audience, then add a small washing or replacement buffer. Serving platters are also needed for snacks; guests should not have to serve themselves from packaging.
Arrange hot-drink equipment early: coffee makers, kettles and thermos flasks should cover service during the programme, not just the opening. Chill drinks before the venue opens and use coolers if refrigerator space is limited.
Allow time to buy or prepare the atmosphere items that are often left until the last day: tablecloths, poetry posters, name badges, standing lamps, string lights, candle holders and LED candles. Use LED candles where an open flame is not permitted.
Pack the practical finishing supplies with the shopping: scissors, tape, trash bins and a vacuum cleaner. They are needed for signs, decorations and the room reset, but are commonly forgotten when the focus is on food and drinks.

Frequently asked questions

What drinks do I need for a Poets' Evening?: Plan drinks for the full programme rather than only the arrival period. Chill bottled or canned drinks in advance, and provide enough coffee, tea and hot water to serve guests throughout the reading; use thermos flasks to keep service running between readings.
How many chairs and tables do I need for a Poets' Evening?: Provide one chair for every expected seated guest, plus the chairs required for poets and staff. Allow space for a speaker table, coffee and snacks, the reception desk and a clear reading area instead of filling the room to its maximum capacity.
What sound equipment is needed for poetry readings?: The basic setup is active speakers, microphones, microphone stands, a mixer, audio cables and power strips. Test the complete chain at least one day before the event, then test the microphone again after everything is connected at the venue.
What should I buy for the coffee and snack table?: Include coffee cups, glasses, plates, cutlery sets and serving platters, along with coffee makers, kettles and thermos flasks. Put the table together before doors open and keep spare cups, plates and cutlery available for the entire evening.

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