What to buy for a writer visit

A writer visit needs more than books for the sales table. Plan drinks and coffee for the audience, tableware for serving them, and simple stationery for names and notes. You will also need presentation essentials, including the right cable and power equipment, even when the venue says it has technical facilities. Use this list to check what must be bought, borrowed or brought before the author arrives.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Reception desk
Book table
Speaker table

Equipment

Laptop
Projector
Projection screen
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Wireless microphone
Microphone stand

Tableware

Coffee cupsqty 50
Drinking glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Water jugsqty 4
Serving traysqty 4
Coolersqty 2

Stationery

Name badgesqty 80
Ballpoint pensqty 40
Notepadsqty 80
Flip chart padqty 2
Markersqty 12
Sticky notesqty 6
Bookendsqty 100

Decorations

Welcome banner
Tableclothsqty 6
Name card writer

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2
Cleaning clothsqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Mini pretzels - 3 bags
- Cucumbers - 6 pieces
- Cherry tomatoes - 6 tubs
- Grapes - 4 kilos
- Apples - 60 pieces
- Mini carrots - 3 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Crackers - 8 packs
- Mini rolls - 100 pieces
- Cheese slices - 3 kilos
- Allergen-free hummus - 2 tubs
- Unsalted butter - 2 packs
- Napkins - 400 pieces
- Paper cups - 100 pieces
- Teaspoons - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 2 bottles
- Trash bags - 2 rolls

Tips

Order the books early enough for delivery and check the quantity against your expected registrations. Keep a separate stock for the sales table rather than mixing it with display or presentation materials.
Plan coffee, tea and water for the full audience, not just the author. Coffee machines, thermos flasks, water jugs and coolers are easy to overlook when drinks are arranged by the venue.
Count tableware by attendee: one cup or glass per person, plus extra pieces for spills and late arrivals. Add serving spoons and trays if refreshments are self-service.
Pack the technical items together at least one day before the visit: laptop, projector, screen, HDMI cable, extension cords and power strips. A presentation can fail because of one missing adapter or an outlet that is too far away.
Buy or prepare one name badge and one ballpoint pen per participant, with a small spare set. Put notepads near the seating area if visitors are expected to take notes during the talk.

Frequently asked questions

What do I need for a writer visit?: Plan books for sale, drinks, coffee and tea, cups, glasses, serving equipment, name badges, pens and notepads. For the presentation, have a laptop, projector, screen, HDMI cable and power equipment ready at least one day beforehand.
How many cups and glasses do I need for a writer visit?: Allow one cup or glass per attendee, plus around 10% extra for spills, replacements and late arrivals. For 40 attendees, prepare about 44 cups and 44 glasses if both coffee and cold drinks are served.
How many name badges and pens should I buy?: Prepare one name badge and one pen per registered participant, then add at least 5 spare sets. If 30 people are registered, have 35 badges and 35 pens available.
When should I order books for a writer visit?: Order as soon as the expected attendance and sales arrangement are known, preferably at least 2 weeks before the visit. Check delivery and condition no later than 3 days before the event so there is time to solve shortages.

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.