What to buy for a book collection

A book collection needs more than boxes for donated books. You will also need a clear intake point, equipment for moving and weighing books, sorting supplies, signs and refreshments for volunteers. Plan quantities around your expected visitor and volunteer numbers, then check power access before buying or borrowing electrical equipment. The list below covers the practical items used to receive, record, check and sort books efficiently on the day.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 16
Book cartsqty 4
Roll containersqty 6
High tablesqty 2

Equipment

Hand trucksqty 2
Scalesqty 2
Laptopsqty 2
Printers
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lightsqty 4

Tableware

Reusable cupsqty 40
Coffee cupsqty 24
Tea glassesqty 24
Platesqty 24
Cutlery setsqty 24

Kitchen

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

Decorations

Information boardsqty 6
Directional signsqty 8
Tableclothsqty 8
Name badgesqty 30

Sorting materials

Book boxesqty 80
Plastic storage binsqty 12
Color labelsqty 300
Label holdersqty 20
Clipboardsqty 6
Pensqty 30
Permanent markersqty 12
Office tapeqty 8
Duct tapeqty 6
Scissorsqty 6
Measuring tapesqty 2

Cleaning

Vacuum cleaner
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12
Waste binsqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Cookies - 8 packs
- Muesli bars - 3 boxes
- Apples - 30 pieces
- Bananas - 20 pieces
- Grapes - 3 bunches
- Mini carrots - 3 bags
- Cucumbers - 4 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Wholemeal bread - 6 loaves
- Currant buns - 3 bags
- Unsalted butter - 2 packs
- Jam - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 4 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sanitary spray - 1 bottle
- Hand soap - 4 bottles
- Hand sanitizer gel - 4 bottles
- Sponges - 2 packs
- Rubber gloves - 12 pairs

Tips

Prepare at least one book box or plastic storage bin for each active sorting category, plus 10–20% extra for unexpected volumes. Label every box before the venue opens so volunteers do not have to decide where books belong.
Allow one registration or intake station for every 2–3 volunteers handling arrivals. Keep laptops, printers, forms, labels and name badges together at the collection desk, with spare labels and paper ready before visitors arrive.
Use one book cart, roll container or hand truck for each main movement route where possible. This prevents volunteers from carrying heavy loads repeatedly and keeps the entrance clear during busy periods.
Provide one scale at the intake or recording point and test it at least 30 minutes before opening. Check extension cords, power strips and LED lights at the same time, especially if tables are away from wall outlets.
Plan refreshments for the whole volunteer shift, not only the welcome period. As a starting point, allow 2–3 drinks per volunteer for a four-hour shift, with cups, plates, cutlery and serving utensils set out before the briefing.

Frequently asked questions

How many book boxes do I need for a book collection?: Start with one box or plastic storage bin per sorting category, then add 10–20% spare capacity. For example, 6 categories means preparing 7 boxes or bins so a full category does not interrupt intake.
What equipment is needed to receive donated books?: Prepare a collection desk with registration forms, labels, a laptop or printer if you record digitally, and one scale. Add at least one cart, roll container or hand truck for every main route between the entrance, intake desk and sorting tables.
How much coffee and tea should I buy for volunteers?: For a four-hour shift, plan 2–3 drinks per volunteer, plus about 10% extra. Provide coffee cups, tea glasses or reusable cups, and keep hot drinks in thermos flasks so the intake desk does not need constant attention.
When should I prepare labels and sorting supplies?: Prepare and attach the main labels at least one day before the collection. On the event day, place the labelled boxes, forms, signs and information boards before volunteers are briefed, ideally 30 minutes before opening.

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