Book fair checklist: what to arrange and when

A book fair needs more than a room, tables and books. You need time to recruit booksellers, process registrations, assign tables, publish a clear floor plan and prepare practical details such as payment, labels and refreshments. Start with the venue, date and exhibitor terms, then move through promotion, logistics and event-day checks. This checklist keeps the work in sequence and highlights details that are easy to leave until the last week.

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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

Reserve the venue and hall
Set date and opening hours
Draft participant terms and conditions
2 people
Contact booksellers
2 people
Send invitations
2 people
Publish online announcement
Process registrations
Maintain the exhibitor list
Assign tables to exhibitors
2 people
Collect dietary requirements
Book catering
Set payment options
Create the program and floor plan
2 people
Design signage
Send promotion to local media
Send exhibitor information
Assign volunteers
2 people
Check the access and safety route
2 people
Check the inventory list
Check the shopping list
Do the shopping
2 people
Check drinks and refrigeration
Prepare print materials
2 people
Make exhibitor badges
Sort the price tags and labels
2 people
Test cash register and payment materials
2 people
Set up tables and chairs
4 people
Place bookcases and shelves
3 people
Mark booths by exhibitor
2 people
Lay tablecloths and protective mats
3 people
Connect lighting
2 people
Tape off power points securely
2 people
Set up the entrance and information desk
2 people
Hang up signage
2 people
Install the cash register and card terminal
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
2 people

Event

Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Set up the book tables
10 people
Prepare cash register change
2 people
Open the doors
2 people
Welcome visitors
3 people
Distribute program
2 people
Staff the information desk
2 people
Lead the book presentation
2 people
Moderate the author interview
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep aisles clear
2 people
Set damaged books aside
Register lost and found items
Inform last visitors
2 people
Close doors
2 people

Aftercare

Pack books and materials
6 people
Close the register
2 people
Dismantle coffee station
2 people
Wash dishes
3 people
Take down tables and chairs
4 people
Clear away racks and lighting
3 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Count and store materials
2 people
Return borrowed items
2 people
Inform exhibitors about left-behind items
Return lost property

What to bring

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

Furniture

Tablesqty 24
Chairsqty 70
Bookshelvesqty 10
Display racksqty 12
Bar stoolsqty 6
Tableclothsqty 24
Protective matsqty 24

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Card machinesqty 3
Laptopsqty 2
Printersqty 2
Barcode scannersqty 2
Extension cordsqty 6
Power stripsqty 10
Bollardsqty 8
Handheld microphone
Presentation screen

Lighting

Standing lampsqty 8
Desk lampsqty 12

Decorations

Information boardsqty 8
Directional signsqty 12
Exhibitor badgesqty 30
Badge holdersqty 30
Table numbersqty 24
Menu boardsqty 4

Kitchen

Thermos flasksqty 6
Serving jugsqty 4
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Ice packsqty 20

Cleaning

Vacuum cleanerqty 2
Mop setsqty 3
Bucketsqty 4
Broom setsqty 3

Catering

Groceries

Tips

Set the date and opening hours before contacting booksellers, then give exhibitors a clear registration deadline. Allow at least 2 weeks between the deadline and the fair to assign tables, confirm requirements and send final information.
Create the floor plan after you know how many exhibitors are attending. Leave clear routes for visitors, mark tables and bookshelves, and check that extension cords, display racks and the safety route do not create trip hazards.
Confirm catering and dietary requirements before placing the order. For coffee service, check the number of coffee machines, kettles, cups, glasses, plates and cutlery against the expected attendance rather than relying on venue assumptions.
Prepare payment and pricing materials at least 3 days before opening. Test card machines, printers and barcode scanners, then sort price tags, labels, exhibitor badges and badge holders so they can be handed out without searching.
Pack an event-day box with signage, information boards, directional signs, spare labels, power strips and extension cords. Check drinks and refrigeration the day before, and complete the inventory and shopping-list checks before buying supplies.

Frequently asked questions

How far in advance should I organise a book fair?: Start planning at least 8 to 12 weeks before the event. Reserve the venue, set the date, draft exhibitor terms and contact booksellers first; leave the final 2 weeks for registrations, table assignments, promotion and practical checks.
When should book fair exhibitors receive their table assignments?: Send table assignments and the floor plan about 7 to 14 days before opening. By then, registrations and exhibitor requirements should be confirmed, so you can provide accurate arrival information and avoid last-minute changes.
How many tables do I need for a book fair?: Plan one table per exhibitor unless an exhibitor has specifically requested more space. Finalise the number only after registrations close, then add room for bookshelves, display racks, payment points and visitor routes rather than filling every available metre.
When should I prepare book fair signage and badges?: Prepare signs, price labels, exhibitor badges and badge holders at least 3 days before the fair. Check names and table numbers against the final exhibitor list, then pack them in separate bundles for quick distribution on arrival.

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.