Book Fair Checklist and Planning Guide

A book fair needs more preparation than putting donated books on tables. Start by confirming the date, venue, permissions and budget, then organise the collection, sorting and pricing process before inviting visitors. Give volunteers clear jobs and leave time to arrange genres, children’s bundles, payment points and refreshments. This checklist covers the order of work, including the practical details that are often left until the final day.

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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
Check permits
Prepare the budget
2 people
Set collection terms
2 people
Set up collection point
2 people
Announce the book drive
2 people
Send invitations
2 people
Publish on social media
Open registrations
Recruit volunteers
2 people
Register book donations
3 people
Sort books
4 people
Remove damaged books
3 people
Sort books by genre
4 people
Set pricing policy
2 people
Pricing books
5 people
Set collector books aside
2 people
Bundle children's books
3 people
Arrange the book tables
2 people
Create floor plan
Process registrations
Collect dietary requirements
Make reservations
Create the volunteer schedule
2 people
Confirm suppliers
Plan the transport route
Order cash
Check the shopping list
2 people
Do the shopping
3 people
Bring books to the venue
5 people
Check the venue
2 people
Set up tables
5 people
Set up chairs
3 people
Display books by genre
6 people
Set up kids' corner
2 people
Set up the cash register
2 people
Hang up price lists
2 people
Put up signage
2 people
Hang decorations
3 people
Setting up the coffee station
3 people
Chill drinks
2 people
Prepare snacks
4 people
Check toilets
Clear emergency routes
2 people
Brief volunteers
2 people
Test cash registers
2 people

Event

Open the entrance
2 people
Welcome visitors
3 people
Staff the book stalls
8 people
Settle sales
3 people
Issue reservations
2 people
Serve coffee and tea
3 people
Serve snacks
2 people
Refill drinks
2 people
Restock Book Tables
3 people
Secure cash proceeds
2 people
Announce final sales
Close the cash register
3 people
Wrap books for charity
3 people
Wave goodbye to visitors
2 people

Aftercare

Put books back in boxes
5 people
Clear tables and chairs
5 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Store leftover books
4 people
Deliver donation books
2 people
Return materials
2 people
Deposit cash takings
2 people
Record sales
Process lost and found items
Send thank-you message

What to bring

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

Furniture

Tablesqty 18
Chairsqty 40
Cash desk tableqty 2
Bookshelvesqty 6
Foldable tablesqty 4
High tablesqty 4
Stoolsqty 8
Cloth for kids' corner
Storage cabinetqty 2
Book boxesqty 80
Carrying cratesqty 20

Tableware

Coffee cupsqty 80
Tea glassesqty 60
Water glassesqty 60
Platesqty 80
Cake platesqty 60
Cutlery setsqty 60
Serving spoonsqty 6
Serving jugsqty 6
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Power stripsqty 8
Extension cordsqty 8
Calculatorsqty 3
Card machinesqty 2
Label printersqty 2
Handheld microphone

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 8
Tongsqty 6
Measuring cupsqty 3
Thermos flasksqty 8
Waste binsqty 8

Decorations

Book tableclothsqty 18
Color postersqty 20
Welcome sign
Directional signsqty 12
Prize card holdersqty 40
Buntingqty 6
Table décorqty 12
Chalkboardsqty 10

Lighting

LED lampsqty 10
String lightsqty 6
Batteriesqty 24

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mop setsqty 2
Bucketsqty 4
Cleaning clothsqty 30
Washing-up tubsqty 3
Drying racksqty 3

Catering

Groceries

Tips

Set the collection deadline at least 7 days before the fair. You need time to register donations, remove damaged books, sort by genre and price everything before visitors arrive.
Create the floor plan before moving furniture. Allow space between book tables, keep a separate cash desk table near the exit, and include a clear area for storage crates and unsorted donations.
Recruit volunteers at least 14 days ahead and publish a shift schedule with named responsibilities. You will need separate coverage for registration, book sales, cash or card payments, refreshments and restocking.
Decide the pricing policy before pricing individual books. Set aside collector books first, bundle children’s books where appropriate, and use a label printer or consistent labels so prices are easy to read.
Test payment and refreshment equipment at least 1 day before opening. Check card machines, calculators, power strips, extension cords, coffee machines and kettles, and count cups, glasses, plates and cutlery for the expected attendance.

Frequently asked questions

How far in advance should I organise a book fair?: Start planning 6 to 8 weeks before the event. Confirm the date and location first, then allow at least 2 weeks for collecting donations and recruiting volunteers.
When should book donations close before a book fair?: Close the collection point at least 7 days before the fair. This gives you time to register, remove damaged books, sort by genre, price them and create children’s bundles.
How many volunteers do I need for a book fair?: Plan for at least 1 volunteer per active area: registration, sales, payment, refreshments and restocking. Add one coordinator for every 5 to 6 volunteers so breaks and unexpected tasks are covered.
When should I set up the book fair tables?: Create the floor plan 3 to 5 days beforehand and arrange the tables, bookshelves and cash desk 1 day before opening if the venue allows it. Keep boxes and carrying crates nearby for quick replenishment.

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.