Writers' Night Shopping List

A writers' night needs more than chairs and a microphone. Plan for a quiet reading setup, a book table, refreshments, name badges and clear visitor information. Buy or bring supplies based on your guest count, then add a small buffer for cups, glasses, printed programs and drinks. Check equipment early, especially wireless microphones, speakers, cables and reading lamps, because replacements are harder to arrange at short notice.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Speaker table
Book tableqty 2
Coat rackqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 8
Serving plattersqty 8
Coffee potsqty 3
Thermos flasksqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Laptop
HDMI cableqty 2
Power banksqty 2

Lighting

Reading lampsqty 3
Atmosphere lightsqty 6

Decorations

Table runnersqty 10
Flower arrangementsqty 6
Bookendsqty 6
Name badgesqty 10

Kitchen

Coolersqty 3
Water jugsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 6
Bottle openersqty 3

Cleaning

Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 10 bottles
- Sparkling mineral water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- White wine - 8 bottles
- Red wine - 4 bottles
- Alcohol-free beer - 2 six-packs
- Beer - 3 six-packs
- Lemons - 8 pieces
- Cucumbers - 5 pieces
- Cherry tomatoes - 1.5 kilos
- Carrots - 1 kilo
- Bell peppers - 8 pieces
- Grapes - 2 kilos
- Apples - 3 kilos
- Bananas - 2 kilos
- Mixed nuts - 1 kilo
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Snacks - 3 bags
- Olives - 4 jars
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Cold cuts - 1.5 kilo
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Gluten-free bread - 2 loaves
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Cookies - 8 packs
- Brownies - 60
- Vegan brownies - 12 pieces
- Napkins - 200 pieces
- Coffee filters - 1 pack
- Tea filters - 1 box
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Paper towels - 4 packs

Tips

Plan two to three drinks per guest for the first hour, then add one drink per person for each additional hour. Include both chilled drinks and hot drinks if the programme runs through the evening.
Provide one cup or glass per guest, plus at least 10% extra. For 40 visitors, that means 44 cups or glasses so spills and forgotten items do not stop service.
Print one programme and one name badge per registered guest, plus 10% extra. Keep pens beside the visitor list at the entrance rather than leaving registration until the event starts.
Check the sound setup at least 60 minutes before doors open. Test every wireless microphone, speaker, mixer, extension cord, power strip and HDMI connection with the laptop you will actually use.
Set out the reading lamp and atmosphere lights before authors arrive, and keep spare power banks available. A book table, bookends and a coat rack should be ready before the first visitor enters.

Frequently asked questions

What should I buy for a writers' night?: Plan refreshments, cups, glasses, plates, cutlery, serving items, name badges, printed programmes and pens. You may also need wireless microphones, speakers, a mixer, cables, lighting and supplies for the book table.
How many drinks do I need for a writers' night?: Allow two to three drinks per person for the first hour, then one additional drink per person for every extra hour. Add around 10% to your total so late arrivals, spills and refills are covered.
How many name badges and programmes should I print?: Print one of each for every registered visitor and add 10% extra. For 40 guests, prepare at least 44 name badges and 44 programmes, plus a few blank badges for authors, moderators or staff.
When should I test the microphone and lighting?: Complete the full sound and lighting test at least 60 minutes before the doors open. Leave enough time to replace batteries, move microphone stands or find another extension cord before guests arrive.

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