Book fair checklist: what to arrange and when

A book fair needs more than tables and books. You have to secure exhibitors, collect registrations, plan the room, prepare stock and make buying easy for visitors. Start with the date, opening hours and venue, then move through promotion, exhibitor coordination and event-day setup. This checklist also covers details that are easy to leave until the last minute, such as price stickers, payment equipment, dietary requirements, extension cords and clear stand numbers.

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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

Set date and opening hours
2 people
Determine venue and room layout
2 people
Draft participant terms and conditions
2 people
Create a registration form
Invite exhibitors
2 people
Prepare visitor invitation
Post promotion online
Distribute posters
3 people
Process registrations
Confirm exhibitors
Collect dietary requirements
Order catering
Choose payment method
2 people
Assign volunteers
2 people
Create floor plan
2 people
Assign stand numbers
Send exhibitor information
Send the volunteer briefing
Inventory book stock
3 people
Prepare price stickers
2 people
Prepare cash register slips
2 people
Sort books
4 people
Pricing books
4 people
Wrap books
3 people
Withdraw cash
Do the shopping
2 people
Prepare materials
3 people
Bring books to the venue
4 people

Event

Open venue
2 people
Set up tables and chairs
6 people
Hang up stand numbers
2 people
Set up the registration table
2 people
Set up the cash register
2 people
Display books by genre
6 people
Put up price tags
3 people
Prepare catering
3 people
Make coffee and tea
2 people
Set up the cloakroom
2 people
Test the equipment
2 people
Welcome exhibitors
3 people
Restock the last stands
4 people
Open the entrance
2 people
Register visitors
3 people
Guide visitors around
2 people
Sell books
4 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check the cash register midway
2 people
Restock the quiet reading table
Announce the last visitors
Close sales
2 people
Check out exhibitors
3 people

Aftercare

Pack books safely
4 people
Close the register
2 people
Collect lost and found items
2 people
Clear tables and chairs
6 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Clean the kitchen
2 people
Move books to storage
4 people
Return materials
3 people
Return borrowed items
2 people
Clear away leftover catering
2 people
Archive receipts
Settle up with vendors
2 people
Respond to visitor messages
Remove promotional materials
2 people

What to bring

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

Furniture

Market stallsqty 24
Tablesqty 8
Chairsqty 80
Stoolsqty 12
High tablesqty 4
Clothes racksqty 2
Bookshelvesqty 8
Foldable tablesqty 4
Reading tablesqty 3
Coat racksqty 2
Storage boxesqty 30
Cash registersqty 2

Tableware

Coffee cupsqty 100
Tea glassesqty 80
Water glassesqty 80
Cake platesqty 80
Coffee spoonsqty 100
Serving traysqty 8

Equipment

Checkout laptopsqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Phone chargersqty 4
Label printersqty 2
Wayfinding signsqty 12
Handheld microphonesqty 2
Speakersqty 2
Cash boxesqty 2
Prize machinesqty 4
Roll containersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Small bowlsqty 12
Cooling matsqty 8

Decorations

Tableclothsqty 28
Book postersqty 20
String bannersqty 8
Plant decorationqty 10
Name badgesqty 30
Price sign holdersqty 30
Arrow stickersqty 30
Chalkboardsqty 8
Program leafletsqty 300
Visitor badgesqty 300
Exhibitor badgesqty 40

Lighting

LED light stringsqty 8
Standing lampsqty 6

Catering

Books for saleqty 500
Paper carrier bagsqty 300
Book wrapsqty 200
Groceries

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Toilet brushesqty 4
Towelsqty 12

Tips

Set the floor plan before assigning stand numbers. Leave clear walking routes, space for reading tables and enough room around the checkout area for queues.
Confirm exhibitors before sending final information. Include arrival time, stand number, table dimensions, payment arrangements and the deadline for sharing dietary requirements.
Price and sort the books before event day, then prepare stickers, wrapping materials and cash-register slips together. This prevents a queue while volunteers search for prices or change.
Test every checkout laptop, card machine, charger and extension cord at least one day before opening. Withdraw cash in advance and keep it separate from the day’s takings.
Brief volunteers with a short written schedule before the fair. Assign people to welcoming visitors, helping exhibitors, monitoring the book stock, serving refreshments and handling closing tasks.

Frequently asked questions

How far in advance should I organize a book fair?: Start planning at least 8 to 12 weeks before the fair. Set the date and venue first, invite exhibitors next, and leave the final 1 to 2 weeks for registrations, stock preparation and volunteer briefings.
How many tables do I need for a book fair?: Count one table or stall space for each confirmed exhibitor, then add separate surfaces for checkout, refreshments and reading. Finalize the layout after registrations close, ideally 7 days before opening.
When should I send book fair information to exhibitors?: Send practical exhibitor information 7 to 10 days before the event. Include stand numbers, arrival and opening hours, room access, payment details and what exhibitors need to bring.
How should I prepare books for a book fair?: Sort the stock by category, price each item and wrap or protect books that need it at least 2 days before opening. Keep spare labels, pens and storage boxes available for last-minute changes.

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.