What do you need for a storytelling evening?

A storytelling evening needs more than chairs and a microphone. Plan drinks and snacks for the audience, serving items for the buffet, and clear materials for registration and the programme. The speaking area also needs reliable sound, suitable lighting and a place for storytellers to stand or sit comfortably. Use this list to check what must be bought, borrowed or brought in before the venue opens.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Lectern
Coat racksqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Water glassesqty 60
Platesqty 60
Pastry forksqty 60
Teaspoonsqty 60
Serving utensilsqty 8
Coffee potsqty 3
Teapotsqty 3
Serving plattersqty 8
Thermos flasksqty 4

Equipment

Wireless microphone
Portable speaker
Microphone stand
Extension cordsqty 3
Power stripsqty 3
Rechargeable batteriesqty 6

Lighting

Standing lampsqty 4
Mood lightingqty 4

Decorations

Tableclothsqty 6
Name badgesqty 60
Pensqty 12
Program flyersqty 70
Menusqty 6
Bouquet vasesqty 6
Table signsqty 6

Kitchen

Water jugsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Serving tongsqty 4
Coolersqty 3
Cutting traysqty 4

Cleaning

Washing-up basinsqty 4
Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brush
Waste binsqty 4

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Tonic - 2 bottles
- Ginger beer - 2 bottles
- Ice cubes - 6 bags
- Mini ice pops - 2 boxes
- Baguettes - 8 pieces
- Whole grain bread - 4 loaves
- Butter - 500 grams
- Hummus - 1 kilogram
- Cream cheese - 750 grams
- Young cheese - 1 kilogram
- Brie - 600 gram
- Cucumbers - 6 pieces
- Cherry tomatoes - 1,5 kilograms
- Bell peppers - 8 pieces
- Carrots - 1,5 kilogram
- Grapes - 2 kilogram
- Apples - 30 pieces
- Bananas - 20 pieces
- Nut mix - 1 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Olives - 3 jars
- Salty sticks - 4 bags
- Hummus crackers - 4 packs
- Mini raisin buns - 60 pieces
- Apple pies - 4 pieces
- Vegan brownies - 40 pieces
- Gluten-free cookies - 3 packs
- Vegan cookies - 3 packs
- Cinnamon - 1 jar
- Cocoa powder - 1 pack
- Honey - 1 jar
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Hand soap - 3 bottles

Tips

Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include water as well as coffee and tea, and chill drinks before guests arrive.
For a self-service buffet, allow one plate, one fork and one teaspoon per guest, plus serving utensils for every dish. Add a small reserve of roughly 10% for dropped or misplaced items.
Test the wireless microphone, portable speaker and microphone stand at least 60 minutes before the audience arrives. Pack extension cords, power strips and rechargeable batteries rather than assuming the venue has compatible equipment.
Set aside one registration place with name badges, pens and programme flyers. Prepare these materials before opening the venue so late arrivals do not interrupt the first story.
Lighting is easy to leave until the end, but standing lamps and mood lighting should be positioned and tested before the speaking area is finished. Keep cables away from walkways and leave a clear route to the lectern or stools.

Frequently asked questions

How many drinks do I need for a storytelling evening?: Allow two to three drinks per person during the first hour, followed by about one drink per person for every extra hour. Keep water available throughout, and include coffee and tea if they are part of the programme.
How much tableware do I need for a storytelling evening?: Count one coffee cup, tea glass, water glass, plate, pastry fork and teaspoon per guest, then add about 10% extra. Provide at least one serving utensil for each buffet dish and enough serving platters for the full spread.
When should I test the microphone and lighting?: Test the wireless microphone, speaker, microphone stand and lighting at least 60 minutes before doors open. This leaves time to replace batteries, move cables or adjust the speaking area without delaying registration.
What should I prepare before the venue opens?: Finish the buffet, registration desk, seating, speaking area and programme materials before opening. Aim to have everything ready 30 minutes before guests arrive, with storytellers welcomed and sound checked before the first story.

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