Reading Night Shopping List

A reading night needs more than books and chairs. Plan the refreshments, serving items, registration supplies and reading-area equipment before guests arrive. Coffee, tea and water need enough cups, glasses, jugs and thermos flasks to keep service moving throughout the evening. Add practical details such as bookmarks, book stands, name-badge supplies, extension cords and waste bins so the room works comfortably from registration to the final reading.

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What to bring

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

Furniture

Chairsqty 45
Tablesqty 6
Reading Chair
Side tablesqty 2
Clothes racksqty 2
Coat racksqty 10

Tableware

Coffee cupsqty 50
Water glassesqty 50
Platesqty 50
Forksqty 50
Teaspoonsqty 50
Serving traysqty 6
Water jugsqty 6
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3
Clipboardsqty 2
Pensqty 20

Reading materials

Picture booksqty 12
Book standsqty 3
Bookmarksqty 50

Decorations

Tableclothsqty 6
LED candlesqty 20
Flower arrangementsqty 4
Information boardsqty 4

Lighting

Mood lightingqty 4
Standing lampsqty 2

Cleaning

Waste binsqty 4
Recycling binsqty 2
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee beans - 2 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Whole milk - 6 liters
- Oat milk - 3 liters
- Granulated sugar - 1 kilo
- Honey - 1 jar
- Lemons - 8 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Mini rolls - 60 pcs
- Young cheese - 2 kilos
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Butter - 500 grams
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Vegetable soup - 8 liters
- Baguettes - 8 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Wholegrain crackers - 4 packs
- Savory crackers - 4 packs
- Butter cookies - 6 packs
- Chocolate cookies - 4 packs
- Apples - 40 pieces
- Grapes - 3 kilos
- Napkins - 100 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 2 packs

Tips

Plan one coffee cup and one water glass per guest, plus at least 10% extra for breakage or guests who return for another drink. Provide enough plates, forks and teaspoons for the snacks you are serving.
For a programme with several readers, prepare one printed programme per guest and keep a small reserve at the registration table. Put pens and clipboards there for last-minute registration changes or dietary notes.
Set up one reading chair, book stand and side table in the reading corner. Check the position at least 60 minutes before doors open so readers can see their text and guests can hear them clearly.
Allow one thermos flask or kettle for each hot-drink station, and check extension cords and power strips before connecting coffee machines, kettles and mood lighting. Keep cables away from walkways.
Buy or collect bookmarks, picture books and any selected reading materials before the day of the event, not during setup. Place waste bins near the catering table and registration area so used plates and cups do not accumulate.

Frequently asked questions

What do I need for a reading night?: You need the selected books or texts, a reading chair, book stands, seating, tables, refreshments and serving items. Also prepare printed programmes, name-badge supplies, lighting, power accessories and waste bins before guests arrive.
How many cups and glasses do I need for a reading night?: Plan one coffee cup and one water glass per guest, then add around 10% extra. For 30 guests, that means at least 33 cups and 33 glasses, with more if drinks will be served repeatedly.
What should I buy for reading night refreshments?: Buy coffee, tea, water and snacks based on your confirmed guest count and dietary requirements. Have the drinks chilled or the hot-drink equipment ready at least 30 minutes before doors open, and keep serving trays, plates, forks and teaspoons available.
When should I prepare the reading materials?: Collect the books, picture books, bookmarks and book stands at least one day before the reading night. Print the programme and prepare name badges no later than the day before, leaving only placement and a final equipment check for setup.

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