What to buy for a story festival

A story festival needs more than books and microphones. This shopping list covers the practical items that keep several reading spaces, a reception desk and refreshment service running smoothly. Plan food and drinks from your confirmed visitor list, then add a small reserve for late arrivals and spills. Check the venue before buying or transporting bulky items, especially tables, chairs, lighting and sound equipment.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Stoolsqty 12
Tableclothsqty 12
Coat racksqty 3

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 6
Laptop
Spare batteriesqty 12

Lighting

LED lampsqty 8
String lightsqty 4
Extension cordsqty 2

Decorations

Story Postersqty 12
Buntingqty 8
Table décorqty 12
Chalkboardsqty 6
Chalk markersqty 12
Book standsqty 8
Name badgesqty 100
Pensqty 30
Program flyersqty 110

Tableware

Coffee cupsqty 100
Drinking glassesqty 120
Platesqty 100
Soup bowlsqty 90
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12

Kitchen

Food warmersqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 3
Soup ladlesqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 6 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 5 liters
- Sugar - 2 packs
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 12 pieces
- Apples - 80 pieces
- Bananas - 40 pieces
- Grapes - 5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell pepper strips - 3 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Vegan cheese - 1 kilo
- Chicken breast slices - 2 kilos
- Hummus wraps - 50 pieces
- Whole wheat bread - 12 loaves
- Mini pistolets - 120 pieces
- Gluten-free sandwiches - 12 pieces
- Butter - 1 kilo
- Jam - 3 jars
- Vegetable soup - 20 liters
- Soup vegetables - 5 kilos
- Vegetable stock - 2 boxes
- Lentils - 3 kilos
- Chickpeas - 3 kilos
- Rice salad - 8 kilos
- Pasta - 5 kilos
- Pesto sauce - 2 kilos
- Tomato sauce - 4 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 2 jars
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 3 kilo
- Raisins - 2 kilos
- Cookies - 8 packs
- Brownies - 100 pieces
- Vegan cookies - 4 packs
- Gluten-free cookies - 3 packs
- Ice cubes - 15 kilos
- Napkins - 500 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 12 pieces
- Trash bags - 60 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan two to three drinks per person for the first hour, then one additional drink per person for each following hour. Include coffee, tea and water, and buy extra cups for spills and refills.
Bring one name badge and one pen for every visitor, storyteller, author and volunteer, plus at least 10% spare badges and pens. Prepare these before the final visitor list is printed.
Allow one plate, one cutlery set and one drinking glass per planned meal or serving round. If soup is on the menu, provide one soup bowl per serving and keep at least 10% extra tableware available.
For each reading corner, provide a book stand and a clear program or route sign. Print enough program flyers for the final visitor list, plus 10% extra for walk-ins and replacements.
Pack spare batteries, extension cords and power strips with the sound and lighting equipment. Test the wireless microphones, speakers, mixer and LED lamps before the festival rather than discovering missing connections during setup.

Frequently asked questions

How many cups and glasses do I need for a story festival?: Start with one coffee cup and one drinking glass per expected visitor for each serving round. Add at least 10% spare tableware, and more if you cannot wash items during the event.
How much coffee and tea should I buy for a story festival?: Plan two to three drinks per person during the first hour, then one drink per person for every additional hour. Add about 10% extra for volunteers, storytellers and unexpected guests.
How many name badges and pens are needed?: Prepare one badge and one pen for every person on the final visitor, storyteller, author and volunteer list. Add 10% spare badges and pens, and finish them at least one day before the festival.
When should I buy fresh produce for the festival?: Buy non-perishable groceries several days ahead and collect fresh produce on the day before the festival when possible. Keep a final quantity check against registrations and dietary requirements 24 hours before shopping.

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