What you need for a storytelling afternoon

A storytelling afternoon needs more than books and storytellers. Plan for a comfortable story corner, a simple drinks and fruit station, and quiet activities for children between sessions. This shopping list covers the practical supplies: serving equipment, tableware, decorations, sound equipment, lighting, and cleanup items. Check quantities against your registrations, then add a small buffer for cups, plates, name stickers, and craft materials so you are not shopping during the break.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Stoolsqty 6

Tableware

Glassesqty 50
Mugsqty 45
Platesqty 50
Cutlery setsqty 50

Decorations

Tableclothsqty 6
Buntingqty 8
LED candlesqty 20
Name stickersqty 50

Equipment

Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Timer

Kitchen

Kettleqty 2
Thermos flasksqty 4
Soup bowlsqty 45
Serving spoonsqty 3
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Washing-up basinsqty 4
Cleaning bucketsqty 2

Lighting

String lightsqty 3

Children's activities

Picture booksqty 25
Story cardsqty 40
Colored pencilsqty 40
Coloring booksqty 20
Cushionsqty 20
Carpetsqty 3

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 2 liter
- Spa Blauw - 6 bottles
- Cola - 3 bottles
- Cola Zero - 2 bottles
- Apple juice - 4 packs
- Lemonade syrup - 2 bottles
- Whole grain bread - 8 loaves
- White dots - 50 pieces
- Butter - 3 packs
- Young cheese - 2 kilos
- Ham - 1,5 kilo
- Hummus - 6 tubs
- Strawberry jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Iceberg lettuce - 3 heads
- Apples - 50 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Tomato soup - 8 liters
- Vegetable soup - 4 liters
- Soup croutons - 4 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Whole grain cookies - 6 packs
- Raisins - 2 bags
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Cleaning wipes - 2 packs

Tips

Plan one glass or mug per attendee, plus 10% extra. Keep separate supplies for cold drinks and hot drinks, including mugs, a kettle, and thermos flasks.
For the buffet, allow one plate and one cutlery set per person, then add 5–10 spare sets. Soup bowls and serving spoons are useful if soup is part of the break menu.
Prepare the children’s table with at least one picture book, story card set, coloring book, and colored pencils for every small group. Put out two or three pencils per child so sharing does not stop the activity.
Test the portable speaker and microphone before guests arrive, and bring at least one extension cord and power strip. Keep a timer nearby to give each storytelling round a clear finish.
Buy or gather name stickers for every registered participant plus 10 extras. Set up washing-up basins, cleaning buckets, and cloths before opening the venue so spills and used cups can be handled immediately.

Frequently asked questions

How many cups and plates do I need for a storytelling afternoon?: Use one cup or mug and one plate per registered attendee, then add 10% extra. For 30 people, prepare at least 33 cups or mugs and 33 plates.
How much extra tableware should I buy?: A buffer of 5–10% covers dropped, dirty, or misplaced items. For 40 attendees, that means preparing 42–44 plates, cutlery sets, and drinking vessels.
What do I need for children’s activities at a storytelling afternoon?: Provide picture books, story cards, coloring books, and colored pencils for each children’s table. Allow roughly one activity set per 4–6 children and put out two or three pencils per child.
When should I chill drinks and test the sound equipment?: Chill drinks at least 4 hours before the event if they start at room temperature. Test the speaker, microphone, extension cords, and power strips 30–60 minutes before participants arrive.

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