What to Buy for an Art Book Fair

An art book fair needs more than tables for displaying books. You also need practical equipment for exhibitor stands, visitor registration, payments, talks, refreshments and clear wayfinding. Plan one table and two chairs per exhibitor unless your floor plan says otherwise, then add lighting and storage for stock and bags. This shopping list helps you check the items that are often ordered too late, especially signage, power equipment, payment terminals and presentation gear.

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What to bring

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

Furniture

Tablesqty 32
Chairsqty 80
High tablesqty 6
Clothes racksqty 4
Bookshelvesqty 8
Bollardsqty 12
Storage cratesqty 24
Tableclothqty 32

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitcherqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakerqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Payment terminalsqty 3
Cash register
Cash box
Label printer

Lighting

Desk lampsqty 16
String lightsqty 6
LED lightsqty 12

Decorations

Stand number signsqty 32
Directional arrowsqty 20
Program boardsqty 6
Postersqty 20
Ornamental plantsqty 12
Photo framesqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Coolersqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 6 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 2 kilos
- Ice cubes - 10 kilos
- Small rolls - 240 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Vegetarian spreads - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Mini carrots - 3 kilos
- Bell pepper strips - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Olives - 3 jars
- Nut mix - 2 kilo
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Butter cookies - 6 packs
- Pure chocolate biscuits - 6 packs
- Mini muffins - 120 pieces
- Paper napkins - 600 pieces
- Cardboard coffee cups - 300 pieces
- Wooden stirrers - 300 pieces
- Paper plates - 300 pieces
- Tray Liner Film - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Trash bags - 80 pcs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 packs
- Printer paper - 5 packs
- Ink cartridges - 2 sets
- Name stickers - 250 pieces
- Pens - 30 pieces

Tips

Allow at least one table and two chairs for each exhibitor, then add a few spare chairs for talks, signing sessions or visitors who need to sit. Cover display tables before exhibitors arrive so setup does not delay opening.
Order stand number signs and other printed materials at least 7–10 days before the fair. Include price lists, exhibitor lists and directional signs; these are easy to overlook until the floor plan is already fixed.
Prepare one payment setup for every busy sales point, with a payment terminal, cash register or cash box, and extension cords where needed. Bring power strips and test every terminal before exhibitors begin selling.
Use desk lamps, LED lights or string lights where venue lighting leaves book tables too dark. Check the light on every row of stands during setup, not just near the entrance.
For a full day, plan refreshments separately from exhibitor stock: coffee cups, glasses, plates, cutlery, serving platters and a pitcher for catering, plus coolers if drinks must stay cold. Keep food service away from books and payment equipment.

Frequently asked questions

What do I need for an art book fair?: You need display furniture, bookshelves or storage crates, tablecloths, stand number signs, lighting, payment equipment and presentation gear. Add catering supplies such as cups, glasses, plates and cutlery, with quantities based on your exhibitor and visitor count.
How many tables and chairs do I need for an art book fair?: Start with one table and two chairs per exhibitor, then add spare chairs for talks, signing authors and the reception desk. Confirm the final count against the floor plan at least 7 days before the event.
What equipment is needed for talks at an art book fair?: Prepare a laptop, projector, projection screen, portable speaker and microphone. Test the complete setup at least 1 day before the fair and keep extension cords and power strips available.
How early should I order printed signs for an art book fair?: Order stand number signs, price lists, exhibitor lists and directional signage 7–10 days in advance. Leave extra time if exhibitor names or stand assignments may change after registration closes.

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