What to buy for a story festival

A story festival needs more than chairs and a microphone. You will need a clear way to welcome visitors, serve drinks and food, support narrators, and keep the programme running without last-minute shopping. Use the quantities below as a starting point and adjust them to your registration total, session length and catering plan. Buy chilled products early enough to cool them properly, and test audio equipment before the first audience arrives.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 120
Bar stoolsqty 8
Buffet tablesqty 4
Registration desk
Coat racksqty 2
Changing room screen
Child seatsqty 12
Umbrella binsqty 2
Clothes hangersqty 80
Storage cratesqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 150
Cake platesqty 120
Forksqty 150
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 20
Serving tongsqty 10
Thermos flasksqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Mixing bowlsqty 4
Coolersqty 6
Ice cube traysqty 4
Aluminum foilqty 4
Food storage containersqty 12

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Mixer
Microphone standsqty 3
Laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 6
Power banksqty 4
Walkie-talkiesqty 8
Charging stationsqty 2
Printer
Printer paperqty 4
USB sticksqty 3
Spare batteriesqty 24

Lighting

LED lanternsqty 12
String lightsqty 8
Batteriesqty 24

Decorations

Fabric table runnersqty 12
Buntingqty 10
Decorative cushionsqty 30
Chalkboardsqty 8
Chalk markersqty 12
Table décorqty 12
Photo backdrop
Clothes hangersqty 60
Name badgesqty 150
Badge holdersqty 150
Pensqty 40
Permanent markersqty 12
Tapeqty 8
Double-sided tapeqty 6
Ropeqty 4
Scissorsqty 8
Poster puttyqty 6
Program bookletsqty 150
Wristbandsqty 150

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 8 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Lemonade - 8 liters
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Alcohol-free wine - 4 bottles
- Ice cubes - 20 kilo
- Lemons - 20 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Blueberries - 2 kilos
- Strawberries - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Snacks - 6 bags
- Rice cakes - 6 packs
- Crackers - 8 packs
- Baguettes - 18 pieces
- Mini bake-off rolls - 12 packs
- Unsalted butter - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 2 kilos
- Vegetarian spreads - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Mini meatballs - 5 kilos
- Vegetarian meatballs - 3 kilos
- Falafel - 3 kilos
- Mini quiches - 200 pieces
- Puff pastry snacks - 200 pieces
- Mini pizzas - 150 pieces
- Olives - 3 kg
- Pickles - 2 jars
- Nut mix - 2 kilo
- Popcorn - 3 kilos
- Cookies - 10 packs
- Brownies - 120 pieces
- Apple pie - 8 pieces
- Whipped cream - 12 aerosol cans
- Vegan cupcakes - 60 pieces
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan spreadable cheese - 1 kilo
- Vegan bread - 6 loaves
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Nitrile gloves - 4 boxes
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 6
Microfiber clothsqty 20
Paper towelsqty 12

Tips

Plan two to three drinks per person for the first hour, then one additional drink per person for each following hour. Keep water available in jugs as well as reusable cups, especially when several stories are scheduled back to back.
For a seated audience, allow one folding chair per registered guest plus 5% spare chairs. If the festival uses informal listening areas, add bar stools only after checking the room layout and sightlines to the narrators.
Prepare one registration desk, one coat-rack section and one changing-room screen for each entrance or arrival area. Put name badges, programme booklets and route directions at the desk before doors open, not during registration.
Match serving ware to the food you are actually offering: allow one plate, fork and cup per guest, plus at least 10% extra for breakages and seconds. Add serving spoons, tongs and platters before the food is delivered.
Treat microphones and speakers as event supplies, not optional extras. Test every wireless microphone and active speaker at least one day before the festival, and keep spare batteries and a backup speaking position ready.

Frequently asked questions

How many cups and plates do I need for a story festival?: Start with one reusable cup and one plate per guest, then add at least 10% spare. For 100 guests, that means 110 cups and 110 plates; provide separate coffee cups if coffee is served.
How much food and drink should I buy for a story festival?: Plan two to three drinks per person for the first hour and one more per person for every additional hour. For food, use your confirmed registration count and add 10% for late arrivals, seconds and dietary substitutions.
When should I buy chilled products for a story festival?: Buy chilled products no earlier than one to two days before the festival unless their use-by date allows more time. Receive them cold, check the stock immediately, and chill drinks several hours before guests arrive.
How many microphones are needed for a story festival?: Provide one working microphone for each narrator speaking at the same time, plus one spare if the programme depends on wireless equipment. Test all microphones and active speakers at least 24 hours before the first session.

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