What you need for a book fair

A book fair needs more than donated books and a few tables. Before opening, you need clear genre and price signs, a working way to take payments, enough display space and basic refreshments for volunteers and visitors. Plan the shopping around your expected attendance and opening hours. This list helps you check the items that are easiest to overlook, especially power supplies, serving equipment and materials for registration and sales tracking.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 24
Bookshelvesqty 8
Book tablesqty 6
Foldable tablesqty 2
Stoolsqty 4

Equipment

Payment terminal
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 2
Cash register
Cash box
Calculatorsqty 2

Tableware

Coffee cupsqty 60
Drinking glassesqty 60
Platesqty 60
Cutlery setsqty 60

Decorations

Genre cardsqty 20
Price cardsqty 30
Directional signsqty 8
Tableclothsqty 12
Promotional postersqty 20
Registration formsqty 100

Kitchen

Large thermos flasksqty 4
Serving plattersqty 6
Serving spoonsqty 6
Pitchersqty 4
Bottle openersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4
Ice packsqty 8
Book boxesqty 30
Sturdy shopping bagsqty 100

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 3

Catering

Groceries
- Coffee - 2 kilos
- Decaf coffee - 250 grams
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 bottles
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Lemons - 12 pieces
- Paper coffee cups - 100 pieces
- Wooden stirrers - 100 pieces
- Paper napkins - 300 pieces
- Butter - 500 grams
- Hummus - 1 kilo
- Young cheese - 1 kilo
- Cooked ham - 750 grams
- Chicken breast slices - 750 grams
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Currant buns - 40 pieces
- Mini croissants - 60 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 4 bags
- Cookies - 8 packs
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 3 bottles
- Disinfectant spray - 2 bottles
- Paper hand towels - 6 packs

Tips

Plan one book display surface for each main genre, then keep at least one spare table for overflow and special books. Books are easier to browse when tables are not packed edge to edge.
Test the payment terminal at least one day before the fair and bring extension cords and power strips for every powered device. A payment setup that works at home may still fail if the venue has too few accessible sockets.
Prepare one visible price card for each price group and genre card for each section. Pack spare cards and directional signs so visitors can find children’s books, special books and the checkout without asking volunteers.
For a four-hour fair, allow roughly one drinking glass or coffee cup per person using refreshments, plus extra cups for volunteers. Large thermos flasks and pitchers reduce queues when coffee, tea or water need refilling.
Pack serving platters, serving spoons, tongs, cutting boards and bread knives together in one labelled box. These small kitchen items are often left behind when food and drinks are bought separately from the event materials.

Frequently asked questions

What do I need to buy for a book fair?: Plan for display furniture, bookshelves or book tables, genre and price cards, directional signs, payment equipment and basic serving supplies. You will also need power strips and extension cords, plus cups, glasses, plates and cutlery if refreshments are served.
How many tables do I need for a book sale?: Use at least one table or shelf section per main genre, with one additional table for special or overflow books. Add a separate table for checkout, registration or refreshments so browsing and payment do not compete for space.
How many cups and glasses do I need for a book fair?: For a four-hour event, plan one cup or glass per expected user and add about 20% spare stock. If 50 people may use refreshments, prepare at least 60 cups or glasses, depending on whether they are reusable.
When should I test the payment terminal for a book fair?: Test it at least 24 hours before opening, including the connection, power supply and payment method. Test it again during setup and keep a backup payment process ready in case the terminal or venue network fails.

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