What you need for a read-aloud afternoon at a care facility
A read-aloud afternoon needs more than books and chairs. Plan refreshments for the full audience, clear wayfinding, comfortable seating and equipment that works for residents with different hearing and mobility needs. This shopping list covers the serving items, kitchen equipment, room setup and cleanup supplies to prepare alongside your reading programme. Check quantities against your registration list, dietary requirements and the size of the reading room before ordering.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 45
- Armchairsqty 4
- Tableclothsqty 6
- Book table
Tableware
- Coffee cupsqty 45
- Glassesqty 45
- Platesqty 45
- Pastry forksqty 45
- Teaspoonsqty 45
- Water jugsqty 4
- Serving traysqty 4
Kitchen
- Coffee maker
- Kettleqty 2
- Thermos flasksqty 4
- Serving tongsqty 3
- Cake serversqty 2
Equipment
- Portable speaker
- Wireless microphone
- Extension cordsqty 2
- Power stripsqty 2
Decorations
- Book-themed buntingqty 4
- Table vasesqty 6
- Artificial flowersqty 12
- Name badgesqty 45
- Directional signsqty 6
- Bookmarksqty 45
Cleaning
- Waste binsqty 3
- Washing-up tubsqty 2
- Cleaning clothsqty 8
- Dish brushesqty 2
- Hand brush and dustpan
Catering
- Booksqty 20
- Reading lecternsqty 2
- Coffee spoonsqty 4
- Napkin holderqty 3
- Coolersqty 2
- Groceries
- Regular coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Decaf tea - 1 box
- Granulated sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 4 liter
- Lactose-free milk - 2 liters
- Oat milk - 2 liter
- Still mineral water - 12 bottles
- Sparkling mineral water - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Butter cake - 4 cakes
- Gluten-free cake - 1 cake
- Sugar-free cake - 1 cake
- Butter cookies - 3 packs
- Gluten-free cookies - 2 packs
- Sugar-free cookies - 2 packs
- Paprika chips - 2 bags
- Plain chips - 2 bags
- Apples - 20 pieces
- Bananas - 15 pieces
- Grapes - 3 kilos
- Strawberries - 2 kilos
- Cucumbers - 4 pieces
- Soft white rolls - 40 pieces
- Young cheese - 1,5 kilo
- Chicken breast slices - 1 kilo
- Cream cheese - 4 tubs
- Margarine - 2 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Disposable napkins - 100 pieces
- Trash bags - 1 roll
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Hand soap - 2 bottles
- Disinfecting hand gel - 2 bottles
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Allergen labels - 1 pack
- Paper tape - 2 rolls
- Felt-tip pens - 1 pack
- Printer paper - 1 pack
Tips
- Plan around 2 cups of coffee or tea and 2 glasses of water per person for a two-hour afternoon, plus a small portion of cake and fruit for each guest. Add 10% extra for late registrations or spills.
- Prepare at least one name badge per registered visitor, resident and reader, plus 10 spare badges. Write them before the event so the welcome table does not become a queue.
- For a room with more than 20 listeners, arrange a portable speaker and wireless microphone at least 3 days ahead. Pack extension cords and power strips, then test the full setup before guests arrive.
- Count chairs and armchairs separately: provide one seat per registered participant and reserve 2 to 4 clear spaces for wheelchairs or walking aids. Check the route from the entrance to the reading corner before setting the room.
- Order directional signs, bookmarks and book-themed bunting at least 7 days before the afternoon. Keep extra tape, tablecloths and cleaning cloths available because signs and decorations often need last-minute adjustment.
Frequently asked questions
- How much coffee and tea do I need for a read-aloud afternoon?
- For a two-hour session, allow about 2 cups of hot drinks per person, with coffee and tea available throughout. Prepare at least 10% extra and keep some hot water in thermos flasks for late arrivals.
- How many chairs should I prepare for a care facility reading event?
- Set out one chair or armchair for every registered attendee, reader and accompanying staff member. Add 2 to 4 open spaces for wheelchairs or walking aids, and keep the route between the entrance and reading corner clear.
- When should I order refreshments and tableware?
- Place the food and drink order 3 to 5 days before the event, after collecting dietary requirements. Check the stock of cups, glasses, plates, pastry forks, teaspoons, serving tongs and cake servers again the day before.
- What sound equipment is needed for a read-aloud afternoon?
- For more than 20 listeners, use a portable speaker and wireless microphone so readers can be heard without raising their voices. Bring extension cords and power strips, and test the microphone, speaker and room acoustics at least 1 day in advance.
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