Book Fair Checklist: What to Arrange and When

A book fair involves more than booking a venue and inviting booksellers. You need a clear floor plan, confirmed sellers, a workable programme, payment at the entrance and enough time to move books and equipment into place. This checklist covers the preparation from the first date confirmation through registration, promotion and event-day setup. Use it to keep exhibitors, authors, volunteers and venue staff working from the same information.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Reach out to participating booksellers
2 people
Assign tables and stands
2 people
Compile program
2 people
Invite authors and speakers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm reservations
2 people
Create a booth floor plan
2 people
Prepare price tags
2 people
Count wristbands and tickets
Arrange the entry payment method
2 people
Send bookseller instructions
Post promotion on social media
Publish parking information
Assign volunteers
2 people
Prepare name badges
Confirm book presentations
Check the shopping list
2 people
Do the shopping
2 people
Inform bookstore staff
Prepare entrance desk
2 people
Sort decorations
2 people
Bring books to the venue
4 people
Open venue
2 people
Check the lighting and power
2 people
Set up tables and chairs
4 people
Set up stands according to the floor plan
6 people
Display books by genre
8 people
Post prices and offers
4 people
Set up the entrance and information desk
2 people
Set up reading corner
3 people
Set up the presentation area
3 people
Hang decorations
3 people
Hang signs
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Test presentation equipment
2 people
Brief volunteers
2 people

Event

Staff the entrance desk
2 people
Welcome visitors
2 people
Hand out program information
Support booksellers
2 people
Keep the book tables tidy
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Clear the reading corner
Welcome the author
Lead the book presentation
2 people
Moderate the Q&A
Facilitate signing
2 people
Facilitate the second presentation
2 people
Guide visitors to the exit
2 people
Close sales tables
4 people

Aftercare

Collect unsold books
6 people
Pack the books back into boxes
6 people
Wash dishes
3 people
Clean coffee station
2 people
Collect and remove waste
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Dismantle presentation area
3 people
Clean the venue
4 people
Collect lost and found items
Return borrowed materials
2 people
Clear away leftover groceries
2 people
Answer visitor questions
Close payment and admissions records
2 people

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Foldable tablesqty 4
High tablesqty 4
Bookshelvesqty 8
Clothes racksqty 2
Bar stoolsqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Card machinesqty 3
Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 3
Dolliesqty 4

Presentation

Flip chartsqty 2
Flipchart markersqty 12
Book standsqty 30
Clipboardsqty 6

Decorations

Book garlandsqty 8
Tableclothsqty 24
Decorative lampsqty 10
Vasesqty 8

Registration

Entrance desksqty 2
Cash boxesqty 2
Name badgesqty 100
Badge holdersqty 100
Wristbandsqty 150
Table number signsqty 30
Pensqty 30
Receipt bookletsqty 4
Change boxesqty 2

Signage

Information boardsqty 8
Directional signsqty 12
Plate standsqty 12

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Thermos flasksqty 6
Drink dispensersqty 3
Serving traysqty 6
Bread basketsqty 4
Pliersqty 6
Ice packsqty 16
Groceries

Tips

Confirm the date and venue before contacting booksellers, authors or speakers. Then give each bookseller a named table or stand so the floor plan can be built around real requirements.
Send bookseller instructions at least 7 days before the fair. Include arrival time, unloading arrangements, table or stand allocation, payment details and the deadline for submitting programme information.
Finish the programme before invitations go out. Confirm every book presentation and speaker, then publish the timetable with parking information so visitors know what to expect before registering.
Prepare the entrance desk separately from the sales area. Count wristbands and tickets, test the card machine, and keep registration details and dietary requirements accessible to the assigned volunteers.
Allow a dedicated setup window of at least 2 hours for tables, bookshelves, book stands, projector equipment and cables. Bring books to the venue only after the floor plan and unloading route have been checked.

Frequently asked questions

How far in advance should I organise a book fair?: Start planning at least 8 weeks before the event. Confirm the date and location first, then contact booksellers and speakers before sending invitations or opening registrations.
How long does it take to set up a book fair?: Allow at least 2 hours for the physical setup, and longer if booksellers bring large quantities of stock. Put tables, bookshelves, presentation equipment and the entrance desk in place before exhibitors begin unloading.
What should be included in book fair exhibitor instructions?: Send instructions at least 7 days ahead. Include the arrival time, assigned table or stand, unloading route, payment arrangements, programme details and the contact person for event-day questions.
When should I publish the book fair programme?: Publish the programme as soon as all presentations and speakers are confirmed, ideally 2 to 3 weeks before the fair. This gives visitors time to register and helps you collect dietary requirements and confirm reservations.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.