What you need for a storytelling evening

A storytelling evening needs more than printed stories and chairs. You will need a simple reception setup, drinks and snacks that can be served without interrupting the programme, plus reliable sound and lighting. Plan quantities around your guest count, and check dietary requirements before shopping. The list below covers the practical items for welcoming guests, serving refreshments and keeping each story easy to hear and see.

Use this plan

What to bring

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

Furniture

Chairsqty 55
Tablesqty 8
Reception desk
Speaker table
Stoolsqty 4

Tableware

Dinner platesqty 60
Pastry platesqty 60
Glassesqty 70
Coffee cupsqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3

Equipment

Wireless microphonesqty 2
Active speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Atmosphere lightsqty 8
Light Stripsqty 3

Decorations

Tableclothsqty 8
Name badgesqty 60
Program standsqty 6
Decorative vasesqty 6

Cleaning

Waste binsqty 4
Broom setsqty 2
Mopsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Grape juice - 3 packs
- Beer - 48 cans
- Alcohol-free wine - 4 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Ice cubes - 8 bags
- Water crackers - 6 packs
- Baguettes - 8 pieces
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Olive tapenade - 4 jars
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Vegetarian pâté - 6 tubs
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 30 pieces
- Pears - 20 pieces
- Plain chips - 5 bags
- Paprika chips - 5 bags
- Mixed nuts - 2 kilos
- Snack mix - 3 bags
- Cookies - 6 packs
- Brownies - 50 pieces
- Whipped cream - 4 aerosol cans
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 shaker
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Napkins - 300 pieces
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Disinfectant spray - 2 bottles

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as chilled drinks, and allow extra if guests will stay for informal conversation.
For a two-hour evening, buy two small snack portions per guest, plus 10% extra. Choose items that can be prepared on serving platters before guests arrive so nobody has to cut or unwrap food during a story.
Allow one dinner plate, one pastry plate, one glass, one coffee cup and one cutlery set per guest, plus 10% spare. Put out serving spoons and platters before the reception opens rather than adding them when food arrives.
Prepare coffee and tea for roughly one hot drink per guest, with a second serving for around half the room. Fill thermos flasks shortly before doors open so the reception area remains usable during the programme.
Test the wireless microphones, active speakers, extension cords and power strips at least 60 minutes before guests arrive. Keep spare batteries and a clear cable route ready; late sound checks are one of the easiest ways to delay the first storyteller.

Frequently asked questions

How much food do I need for a storytelling evening?: Plan two small snack portions per guest for a two-hour evening, then add 10% extra. If the event overlaps a normal meal time, increase the amount or add a more filling option.
How many drinks should I buy for a storytelling evening?: Allow two to three drinks per person during the first hour and one per person for every hour after that. Buy at least one non-alcoholic option for each guest, including water.
How many plates and glasses do I need per guest?: Prepare one dinner plate, one pastry plate, one glass, one coffee cup and one cutlery set per guest, plus 10% spare. For 40 guests, that means 44 of each item where practical.
When should I prepare the coffee and snacks?: Set out snacks and the reception table 30 minutes before doors open. Start the coffee and fill the thermos flasks shortly before guests arrive, while keeping extra supplies ready for a second serving.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.