What you need for an anniversary book presentation

An anniversary book presentation needs more than books and a presentation screen. Guests typically move through registration, refreshments, the talk and book sales, so your shopping list must cover each stage. Plan separate tables for reception, buffet, presentation and sales, then match plates, glasses and serving equipment to the guest count. Check technical items early, especially microphones, power strips and extension cords. This list helps you buy or bring the practical items people often remember only on the day.

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What to bring

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

Furniture

Reception tablesqty 2
Buffet tablesqty 4
Presentation table
Chairsqty 90
High tablesqty 8
Tableclothsqty 8

Tableware

Dinner platesqty 100
Pastry platesqty 100
Coffee cupsqty 80
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 80
Forksqty 100
Knivesqty 100
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptop
Microphonesqty 2
Speakersqty 2
Microphone stand
Power stripsqty 4
Extension cordsqty 4
Presentation clicker

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4
Serving traysqty 8
Serving plattersqty 12
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Anniversary banner
Book Launch Posterqty 3
Table decorationsqty 8
Flower arrangementsqty 6
Name badgesqty 100
Directional signsqty 6

Lighting

LED light stringsqty 4
Standing lampsqty 4

Catering

Book sale bagsqty 100
Cash box
Payment terminal
Napkin holdersqty 8
Coffee sugar bowlsqty 4
Menusqty 12
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 8 bottles
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Butter - 500 grams
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Back ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Hummus - 1 kilogram
- Egg salad - 1 kilogram
- Cucumber - 8 pieces
- Tomatoes - 2 kilograms
- Arugula - 500 grams
- Bell peppers - 8 pieces
- Olives - 1 kilogram
- Grapes - 3 kilograms
- Apples - 40 pieces
- Pears - 30 pieces
- Strawberries - 2 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Mixed nuts - 1 kilogram
- Savory snacks - 1 kilogram
- Toast rounds - 8 packs
- Crackers - 6 packs
- Brie - 1 kilogram
- Goat cheese - 750 grams
- Sun-dried tomatoes - 4 jars
- Pesto - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Snack assortment - 160 pieces
- Vegetarian snacks - 60 pieces
- Vegan snacks - 40 pieces
- Gluten-free crackers - 3 packs
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 12 pieces
- Anniversary cake - 1 cake
- Mini pastries - 100 pieces
- Chocolate - 2 kilogram
- Cookies - 6 packs
- Ice cubes - 10 kilograms
- Cocktail sticks - 2 boxes
- Paper napkins - 250 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Trash bags - 40 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 1 pack

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mop setqty 2
Cleaning glovesqty 6

Tips

Plan one registration place at the entrance with a reception table, guest list, name badges and pens. Set it up at least 30 minutes before doors open so late printing or badge preparation does not delay arrival.
For drinks, allow 2 to 3 servings per guest during the first hour, plus water throughout the program. Chill wine and other cold drinks several hours ahead, and prepare extra water jugs rather than relying only on bottled drinks.
Count tableware by service: one dinner plate and fork per guest for savoury food, one pastry plate per guest for cake, and at least two water glasses per guest if clearing is limited. Add roughly 10% extra for breakage, spills and late arrivals.
Test the projector, laptop, presentation files, microphones, speakers and clicker before guests arrive. Bring enough power strips and extension cords to reach every device, and keep one spare connection available for an unexpected laptop or charger.
Keep book stock separate from catering supplies and transport it in boxes that one person can lift safely. Prepare a clear sales table, serving trays or platters for refreshments, and a simple way to record which books have been sold before the program starts.

Frequently asked questions

What should I buy for an anniversary book presentation?: Plan for registration supplies, tables and chairs, drinks, food service items, presentation equipment and a dedicated book sales setup. Buy or bring quantities for every confirmed guest, then add about 10% extra for plates, glasses and refreshments.
How many drinks do I need for a book presentation?: Allow 2 to 3 drinks per guest for the first hour, plus water for the full event. For a two-hour presentation, plan roughly 3 to 4 total servings per guest and keep additional water available.
How many days before the event should I prepare the books?: Check the book stock and prepare the sales copies at least 3 to 5 days before the presentation. Transport them to the venue on the day, preferably before setup begins, so missing boxes can still be collected.
What presentation equipment is needed for a book launch?: You need a laptop, projector, projection screen, presentation clicker, microphones, speakers and a microphone stand. Test the complete setup at least 60 minutes before opening, with power strips and extension cords already in place.

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