What you need for a reading night

A reading night needs more than books and chairs. You will need a clear reception point, comfortable seating, a reading corner, and enough cups, glasses and serving items for the breaks. Plan drinks and snacks around the number of registered guests, then add a small buffer for late arrivals. The list below covers the practical items that are easy to overlook, especially lighting, coat storage, extension cords and serving equipment.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Stoolsqty 6
Coat racksqty 3
Coat rack

Tableware

Coffee cupsqty 55
Tea glassesqty 55
Water glassesqty 55
Platesqty 60
Pastry forksqty 60
Coffee spoonsqty 60
Serving spoonsqty 8
Water jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Snack plattersqty 8
Serving tongsqty 4
Coolersqty 3

Equipment

Power stripsqty 4
Extension cordsqty 4

Lighting

Standing lampsqty 4
Mood lightingqty 4

Decorations

Tableclothsqty 8
String lightsqty 4
Paper starsqty 30
Welcome sign
Program postersqty 6
Name badgesqty 60
Pensqty 12
Reading booksqty 30
Book standsqty 6

Cleaning

Waste binsqty 4
Washing-up basinsqty 2
Dish brushesqty 3
Spongesqty 6
Mopsqty 3

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Lemons - 8 pieces
- Herbal tea with honey - 1 jar
- Butter - 500 grams
- Cream cheese - 600 grams
- Hummus - 600 grams
- Young cheese - 1 kilo
- Cucumber - 4 pieces
- Cherry tomatoes - 1 kilo
- Carrots - 1 kilo
- Grapes - 2 kilos
- Apples - 2 kilo
- Bananas - 2 kilos
- Wholemeal bread - 6 loaves
- Mini wraps - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted pretzels - 3 bags
- Mini pretzels - 3 packs
- Cookies - 5 packs
- Brownies - 50 pieces
- Napkins - 200 pieces
- Stirrers - 100 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 1 bottle
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls

Tips

Plan tableware for every registered guest plus 10% extra. For 20 guests, that means at least 22 coffee cups, tea glasses, water glasses, plates and pastry forks.
Allow two to three drinks per person during the first hour, then about one drink per person for each additional hour. Keep water available in jugs as well as individual glasses.
Set up one coat rack for roughly 10 to 15 guests. For 30 visitors, two or three coat racks will prevent coats from piling up on chairs or near the reading corner.
Check power needs before the day itself. Count the coffee machines, kettles, standing lamps and mood lighting, then bring enough extension cords and power strips without creating walkways that people can trip over.
Prepare the welcome sign and program posters before visitors arrive. Put the program at the reception desk and another copy near the reading corner so guests do not need to ask when the next session starts.

Frequently asked questions

What drinks do I need for a reading night?: Plan two to three drinks per person for the first hour, including coffee, tea and water. For a two-hour event, allow roughly three to four drinks per guest, with extra water for anyone who does not want hot drinks.
How much tableware do I need for 20 guests?: Prepare at least 22 coffee cups, tea glasses, water glasses, plates and pastry forks to cover the 20 guests plus a 10% buffer. Add enough coffee spoons, serving spoons and serving tongs for the snack and drink stations.
How many chairs and tables are needed for a reading night?: Provide one chair per registered guest and add two or three spare chairs. Use enough tables for the reception desk, drinks, snacks and any program materials, while keeping the reading corner clear.
When should I buy or prepare the supplies?: Buy non-perishable items and decorations at least one week before the event. Check books, tableware, lighting and power equipment two to three days beforehand, then chill drinks and prepare snacks on the day itself.

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