Book Fair Shopping List

A book fair needs more than books and tables. You’ll need clear prices, a way to record sales, reliable payment equipment and enough display materials for every stall. Plan table numbers, price tags, tape, pens and receipt supplies before setup day, because these are easy to overlook and difficult to replace once the doors open. This list also covers drinks, coffee service and basic equipment for the venue.

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What to bring

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

Furniture

Tablesqty 20
Chairsqty 35
Book stallsqty 8
Cash desk table
Stoolsqty 4
Coat racksqty 2

Presentation

Sales booksqty 500
Book cratesqty 12
Book standsqty 20
Table numbersqty 20
Price tagsqty 600
Information boardsqty 6
Rolls of tapeqty 6
Notepadsqty 4
Pensqty 20
Markersqty 12

Cash register

Cash box
Payment terminal
Receipt rollsqty 4
Receiptsqty 2
Cash counting traysqty 2

Equipment

Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Tableware

Coffee potsqty 3
Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Serving spoonsqty 4

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 3
Broom setsqty 2

Lighting

Desk lampsqty 8

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Cookies - 6 packs
- Brownies - 48 pieces
- Mini waffles - 4 packs
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 tubs
- Hummus - 4 tubs
- Cucumber - 4 pieces
- Carrots - 3 bags
- Mini tomatoes - 4 trays
- Crackers - 6 packs
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Paper plates - 150
- Wooden stirrers - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles

Tips

Prepare at least one price tag for every book or book group, plus 10% extra for replacements and last-minute price changes. Keep markers, pens, notepads and rolls of tape at the cash desk and at the stalls.
Bring one cash box, cash counting trays and enough receipts for every expected sale, with at least 20% spare. If you accept card payments, test the payment terminal and pack its charger before leaving for the venue.
Match the number of table numbers to the number of stalls, then bring two spare numbers. Information boards should be printed before setup, since rewriting directions or sales conditions during opening hours slows down the queue.
For a coffee service, count one cup and one glass per guest, then add 10% extra. Pack coffee pots, coffee machines, plates and cutlery sets together so the refreshments can be set up without searching through separate boxes.
Use book crates and book stands to create different display levels, rather than placing every book flat on a table. Count extension cords and power strips before the event and check that coffee machines and the payment terminal can reach safe sockets.

Frequently asked questions

What do I need to buy for a book fair?: Plan for price tags, table numbers, information boards, tape, pens, markers, notepads and sales books. You also need payment supplies such as a cash box, receipts and receipt rolls, plus book crates or stands for display. Add coffee and drink service items if refreshments are available.
How many price tags do I need for a book fair?: Use one price tag per book when books are individually priced, or one per clearly separated group when they share a price. Add at least 10% extra so you can replace damaged labels or change prices without running out.
How many receipts should I bring to a book fair?: Bring enough receipts for every expected transaction and add at least 20% spare. For example, if you expect 150 sales, pack at least 180 receipts and check that you have enough receipt rolls for the payment terminal.
How much tableware do I need for a book fair?: Count one coffee cup, glass, plate and cutlery set per expected guest, then add 10% extra. For 80 guests, prepare at least 88 of each reusable item, unless the venue provides some of the tableware.

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