What to buy for a Writers' Night

A Writers' Night needs more than chairs and a microphone. Plan the drinks, snacks, serving items and printed materials around the number of authors and guests, then check the technical setup before the doors open. Coffee, tea and water are easy to underestimate when readings run for several hours. This checklist also covers the items people often arrange too late, such as extension cords, name badges, route signs and a reliable way to display books.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Tableclothsqty 8
Speaker table
Book tableqty 2
Coat racksqty 2

Tableware

Coffee cupsqty 70
Tea glassesqty 70
Water glassesqty 70
Dessert platesqty 70
Teaspoonsqty 70
Serving spoonsqty 8

Equipment

Wireless microphonesqty 2
Speaker
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Laptop
HDMI cable
Power banksqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving traysqty 8

Decorations

Name badgesqty 10
Program cardsqty 80
Postersqty 20
Directional signsqty 8
Pensqty 20
Notepadsqty 10
Book standsqty 6
Table décorqty 8
Tapeqty 4
Scissorsqty 3

Lighting

Standing lampsqty 4
LED string lightsqty 4

Cleaning

Waste binsqty 4
Reusable cleaning clothsqty 12
Washing-up tubsqty 2

Catering

Groceries
- Coffee beans - 2 kilograms
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Decaf coffee - 1 pack
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Sweetener - 1 box
- Honey - 1 jar
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger beer - 3 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Alcohol-free beer - 2 crates
- Red wine - 6 bottles
- White wine - 6 bottles
- Grape juice - 3 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 3 bags
- Olives - 3 jars
- Grapes - 4 kilograms
- Apples - 30 pieces
- Pears - 20 pieces
- Cherry tomatoes - 2 kilograms
- Cucumbers - 4 pieces
- Carrots - 2 kilogram
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Vegan cheese - 500 grams
- Baguettes - 10 pieces
- Whole grain crackers - 6 packs
- Gluten-free crackers - 2 packs
- Mini quiches - 120 pieces
- Vegetarian puff pastry snacks - 100 pieces
- Vegan puff pastry snacks - 50 pieces
- Gluten-free snacks - 30 pieces
- Mini cookies - 4 packs
- Dark chocolate - 4 bars
- Lemons - 8 pieces
- Cinnamon - 1 jar
- Pepper - 1 jar
- Salt - 1 jar
- Paper napkins - 200 pieces
- Paper cups - 100 pieces
- Stirrers - 150 pieces
- Food containers - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Hand soap - 4 bottles

Tips

Plan roughly 2–3 drinks per guest for the first hour, then 1–2 more for each additional hour. Include water as well as coffee, tea and other cold drinks, especially for authors who are reading.
Allow one coffee cup, tea glass and water glass per seated guest, plus at least 10% extra. Add dessert plates, teaspoons and serving spoons before shopping; disposable replacements are harder to find at the last minute.
Prepare snacks that can be served without a kitchen queue. For a group of 30, provide about 60 small portions and check dietary requirements before buying anything.
Count printed programs and route or room signs at least 10% above the registration list. Make one name badge for every author or performer and pack spare blank badges and pens.
Test the microphones, speaker, laptop and HDMI cable at least 60 minutes before the first reading. Bring extension cords, power strips and power banks; a single missing cable can delay the entire program.

Frequently asked questions

How much food and drink do I need for a Writers' Night?: For each guest, plan 2–3 drinks during the first hour and 1–2 per extra hour. For snacks, allow about two small portions per person for a short evening, plus 10% extra for late arrivals and dietary substitutions.
How many programs should I print for a Writers' Night?: Print one program for every registered guest, authors and helpers, then add 10% extra. For 40 expected attendees, prepare about 44 programs so a few can be misplaced without running out.
What technical equipment is needed for a Writers' Night?: Prepare wireless microphones, a speaker, a microphone stand, a laptop and the correct HDMI cable. Test everything at least 60 minutes before opening, and bring extension cords, power strips and power banks as backup.
When should I buy and prepare Writers' Night supplies?: Buy drinks, snacks and disposable or serving items 1–2 days before the event. Chill drinks and prepare snacks on the day itself, while printed programs, name badges and signs should be ready at least 24 hours beforehand.

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