What you need for a storytelling evening

A storytelling evening needs more than chairs and a microphone. You’ll need drinks and snacks for the audience, enough cups and plates for the full attendance, and simple lighting that keeps the story corner visible without making it feel like a stage show. Technical items such as cables, power strips and spare batteries are easy to overlook. Use this shopping list alongside your guest count and program so everything is ready before the venue opens.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Stoolsqty 4
Coat racksqty 2
Tableclothsqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Audio cablesqty 4
Extension cordsqty 3
Power stripsqty 4

Lighting

Standing lampsqty 4
Mood lightingqty 4
Spare bulbsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 80
Platesqty 80
Forksqty 80
Teaspoonsqty 80
Serving traysqty 8
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 2

Decorations

Cotton clothsqty 6
Table lanternsqty 8
Program standsqty 4
Name badgesqty 80
Paper tapeqty 4
Scissorsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Litter pickersqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Fresh mint tea - 4 bunches
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 liters
- Non-alcoholic beer - 24 bottles
- Red wine - 4 bottles
- White wine - 4 bottles
- Beer - 24 bottles
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla chips - 3 bags
- Vegetable sticks - 4 bowls
- Cucumbers - 4 pieces
- Carrots - 2 kilo
- Bell peppers - 8 pieces
- Cherry tomatoes - 1.5 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Baguettes - 8 pieces
- Crackers - 6 packs
- Herb butter - 6 tubs
- Cheese cubes - 2 kilos
- Grapes - 2 kilos
- Apples - 40 pieces
- Pears - 30 pieces
- Cookies - 8 packs
- Brownies - 60
- Gluten-free crackers - 2 packs
- Vegan spreads - 2 packs
- Mixed nuts - 1 kilo
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 6 pieces
- Hand soap - 4 bottles
- Hand gel - 3 bottles

Tips

Plan drinks for the full program, not just the arrival period: allow 2–3 drinks per person in the first hour, then about 1 drink per person per hour.
Buy tableware for every registered guest plus at least 10% extra. Include separate counts for coffee cups, glasses, plates, forks and teaspoons.
Prepare snacks before guests arrive and include options based on the dietary requirements you collected. Serving trays and pouring jugs save time once the stories begin.
Check the technical setup at least 24 hours beforehand. Test the active speakers, wireless microphones, mixer and audio cables together rather than checking each item separately.
Bring more power access than you expect to need: extension cords and power strips should reach the story corner, lighting and coffee station without cables crossing walkways.

Frequently asked questions

How much food and drink do I need for a storytelling evening?: For drinks, plan on 2–3 per person during the first hour and about 1 per person for each following hour. Provide snacks for the whole audience and add at least 10% extra portions for late arrivals or seconds.
How many cups, glasses and plates should I buy?: Start with one complete set per registered guest and add 10% extra. For 40 guests, that means at least 44 coffee cups, glasses and plates, with matching forks and teaspoons.
What sound equipment is needed for a storytelling evening?: For a small room, prepare active speakers, one or more wireless microphones, microphone stands, a mixer and compatible audio cables. Test everything at least 24 hours before the event and keep extension cords and power strips available.
When should I chill drinks and prepare the snacks?: Chill drinks at least 4 hours before guests arrive, or overnight if possible. Prepare snacks on the day itself and finish serving setup 30–60 minutes before the venue opens.

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