What to Buy for a Writers' Festival

A writers' festival needs more than books and chairs. Plan supplies for registration, author sessions, refreshments, technical setup and the book table, then check quantities against your expected attendance. Cups, name badges, spare batteries and extension cords are easy to overlook and can be difficult to replace on the day. Use the programme and registration numbers to decide how much to buy, and finish the main shop at least one day before the festival.

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What to bring

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

Furniture

Chairsqty 160
Tablesqty 18
Tall cocktail tablesqty 6
Registration desk
Book tablesqty 4
Speaker tableqty 2
Lecternsqty 2
Coat racksqty 3
Table linenqty 12

Equipment

Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Spare batteriesqty 16
USB sticksqty 3

Tableware

Coffee cupsqty 160
Glassesqty 220
Dinner platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Coffee spoonsqty 160
Serving plattersqty 20
Serving utensilsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Measuring cupsqty 3
Serving tongsqty 8
Food warmersqty 6
Tea towelsqty 12

Decorations

Book cratesqty 12
Table décorqty 12
Book table signsqty 4
Welcome sign
Directional signsqty 8
Photo wallsqty 2
Clipboardsqty 6
Chalkboardsqty 4
Chalk markersqty 12
Flower arrangementsqty 8

Lighting

LED string lightsqty 6
LED spotlightsqty 6
Desk lampsqty 4

Office

Name badgesqty 180
Badge holdersqty 180
Program leafletsqty 180
A4 printing paperqty 2
Ballpoint pensqty 30
Pen holdersqty 6
Notepadsqty 30
Markersqty 24
Name stickersqty 200
Tapeqty 6
Staplersqty 3
Locker key tagsqty 20

Cleaning

Waste binsqty 12
Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6
Disinfectant sprayqty 4
Dish brushesqty 4
Draining racksqty 4
Laundry basketsqty 4

Catering

Groceries
- Coffee beans - 6 kilo
- Black tea - 8 boxes
- Herbal tea - 4 boxes
- Sugar - 3 kilos
- Milk - 18 liters
- Oat milk - 8 liters
- Lemon - 3 kilos
- Spa Blue - 12 crates
- Spa Red - 6 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 6 crates
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Mini wraps - 180 pieces
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Chicken breast topping - 2 kilos
- Smoked salmon - 1.5 kilos
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Red onions - 2 kilos
- Olives - 2 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Pears - 5 kilo
- Bananas - 5 kilo
- Strawberries - 4 kilos
- Nut mix - 2 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salted crackers - 10 packs
- Rice crackers - 8 packs
- Cookies - 12 packs
- Brownies - 180 pieces
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Pepper - 250 gram
- Salt - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Vegetarian quiche - 8 pieces
- Vegetable quiche - 8 pieces
- Chicken pies - 180 pieces
- Vegetarian pastries - 60 pieces
- Green salad - 12 kilos
- Potato salad - 10 kilos
- Pasta salad - 10 kilos
- Dressing - 3 liters
- Sandwiches - 180 pieces
- Vegan spread - 2 kilos
- Gluten-free rolls - 20 pieces
- Vegan brownies - 30 pieces
- Gluten-free cookies - 6 packs
- Napkins - 600 pieces
- Paper straws - 250 pieces
- Coffee filters - 200 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Sandwich bags - 2 boxes

Tips

Plan 1 coffee cup, 1 glass and 1 full cutlery set per guest, plus 10% extra for breakage, late arrivals and second servings. Buy or borrow additional serving platters and utensils if refreshments are self-service.
Allow 2–3 drinks per person for the first hour, then 1–2 drinks per person for each following hour. Chill the first batch several hours before opening and keep a reserve unchilled for later.
Prepare one name badge and one printed author-information sheet for every author, moderator and volunteer, plus at least 10 spare badges. Keep marker pens and blank labels at the registration desk for last-minute changes.
Pack at least 2 spare batteries for every wireless microphone and bring 2 USB sticks containing the programme and presentation files. Test the microphones, mixer, projector and laptop before guests arrive, not during the first session.
Match book-table space to the number of titles and expected sales, and keep table linen, price information and serving-style display materials ready the day before. Print the registration list and directions before the event so the desk does not depend on an internet connection.

Frequently asked questions

What food and drink do I need for a writers' festival?: For drinks, allow 2–3 per person during the first hour and 1–2 per person for every hour after that. Plan one coffee cup and one glass per guest, with 10% extra, and confirm dietary requirements before ordering catering.
How many chairs and tables should I buy for a writers' festival?: Provide one chair for every registered guest, author, moderator and volunteer who will be seated at the same time, then add 5–10% spare capacity. Include separate tables for registration, books and speakers, plus tall cocktail tables if guests will stand during breaks.
What technical supplies should I bring to a writers' festival?: Bring the microphones, stands, speakers, mixer, laptop, projector and screen required by the programme. Pack at least 2 spare batteries per wireless microphone, 2 USB sticks with backup files, and enough extension cords, power strips and gaffer tape for the room layout.
When should I prepare the writers' festival shopping list?: Create the first list when registration opens, then update quantities 7 days before the festival using the latest registrations and dietary requirements. Complete the main shopping at least 1 day before the event and chill drinks several hours before doors open.

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