Book fair checklist: what to arrange and when
A book fair needs more than tables covered with books. You need time to collect, check, sort and price every donation before visitors arrive, plus a clear way to register, pay and move through the venue. This checklist covers the work from reserving the venue and opening book drop-off to setting up displays and handling cash. Use the sequence to avoid leaving pricing, volunteer assignments or payment equipment until the final day.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve venue
Record date and times
2 people
Open book drop-off point
2 people
Send invitations
2 people
Publish event online
Distribute flyers
3 people
Process registrations
Collect dietary requirements
Reserve tables and chairs
Assign volunteers
2 people
Pick up books
3 people
Check books
3 people
Sort books
4 people
Pricing books
4 people
Register books
2 people
Set aside second-hand books
2 people
Arrange cash
Do the shopping
2 people
Bring books to the venue
4 people
Inspect venue
2 people
Set out the route
2 people
Set up tables
4 people
Set up chairs
2 people
Display books
5 people
Hang up price lists
2 people
Set up the cash register
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Set up entrance and wayfinding signs
2 people
Check Cash Register
2 people
Brief volunteers
2 people
Event
Welcome visitors
3 people
Sell books
3 people
Manage the cash register
2 people
Restock Book Tables
2 people
Serve drinks
2 people
Refill drinks
Refill coffee and tea
Refill snacks
Keep lost and found items
Close sales
2 people
Aftercare
Count cash
2 people
Pack remaining books
4 people
Take down tables and chairs
4 people
Return books
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Return materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 18
- Chairsqty 30
- Folding table for cash register
- Bookshelvesqty 4
- Stoolsqty 4
Presentation
- Book cratesqty 12
- Bookendsqty 20
- Tableclothqty 18
- Category cardsqty 20
- Price tagsqty 500
- Labelsqty 1000
- Permanent markersqty 12
- Pensqty 20
- Clipboardsqty 4
- Registration formsqty 100
- Receiptsqty 4
- Flyersqty 300
- Tapeqty 6
- Scissorsqty 4
- Ropeqty 2
- Cardboard sheetsqty 20
Equipment
- Cash register
- Payment terminal
- Power stripsqty 4
- Extension cordsqty 4
- Coolersqty 3
- Hand truckqty 2
Tableware
- Reusable cupsqty 80
- Coffee cupsqty 50
- Platesqty 50
- Cake platesqty 60
- Teaspoonsqty 50
- Serving traysqty 4
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Serving jugsqty 3
- Serving tongsqty 4
- Cutting boardsqty 2
- Knivesqty 4
Lighting
- Table lampsqty 6
- LED string lightsqty 4
Cleaning
- Waste binsqty 6
- Vacuum cleaner
- Broomqty 2
- Dustpan and brushqty 2
- Mop and bucketqty 2
- Cleaning glovesqty 6
Catering
- Groceries
Tips
- Set a firm book drop-off deadline before the fair. Sorting and pricing a large batch of donations takes longer than arranging the tables, especially when books need categories, labels or separate second-hand sections.
- Assign volunteers to specific jobs rather than asking everyone to help with everything. You need separate cover for book checking, registration, the cash point, visitor flow and packing up.
- Count the cash float before doors open and keep the cash register at a dedicated folding table. Test the payment terminal, power strips and extension cords before visitors arrive, not during the first sale.
- Plan the room around the route visitors will follow. Leave enough space between tables and shelves for people carrying books, and place category cards and price lists where they can be read without blocking the displays.
- Bring books to the venue only after the tables, chairs and display materials are ready. Use book crates or a hand truck for transport, then keep spare labels, markers, tape and receipts at the cash point for quick fixes.
Frequently asked questions
- How far in advance should I organise a book fair?
- Start at least 6 to 8 weeks before the event. Reserve the venue first, then set the date and opening hours, recruit volunteers, open book drop-off and allow several days for checking, sorting and pricing.
- How long does it take to sort and price books for a book fair?
- Allow roughly 5 to 10 minutes per book for checking, categorising and pricing, depending on the condition and number of categories. A collection of 300 books can therefore require 25 to 50 volunteer hours.
- How many volunteers do I need for a book fair?
- For a small fair, plan on at least 4 volunteers at the busiest time: two for visitors and displays, one for registration or questions, and one for payments. Add one volunteer for every 100 to 150 books that still need sorting or pricing.
- When should I set up the book fair venue?
- Complete the main setup 2 to 3 hours before opening. Set up tables, chairs, shelves, signage and the payment point first, then bring in the books and check the visitor route before the doors open.
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.
Use this planFree to start — no credit card.