What you need for a book fair

A book fair needs more than tables and boxes of books. You’ll need a clear way to price and organise stock, a staffed payment point, and enough drinks and serving items for volunteers and visitors. This checklist covers the practical supplies behind genre tables, the information booth, refreshments and card or cash payments. Use it to check what must be bought, borrowed or brought to the venue before setup day.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 20
Folding table for cash register
Bookshelvesqty 4
Clothes racksqty 2

Equipment

Payment terminal
Cash register
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 2
Kettle
Coolersqty 2

Tableware

Coffee cupsqty 60
Tea glassesqty 30
Glassesqty 60
Platesqty 60
Spoonsqty 60
Sugar bowlsqty 3

Decorations

Genre cardsqty 12
Price tagsqty 800
Directional signsqty 8
Tableclothsqty 12
Balloonsqty 40
Book boxesqty 30

Office

Clipboardsqty 4
Pensqty 20
Waterproof markersqty 12
Rolls of tapeqty 6
Scissorsqty 4
Calculatorsqty 2
Cash box
Receipt bookletsqty 3
Book bagsqty 200

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 4 crates
- Spa Rood - 2 crates
- Apple juice - 4 packs
- Bitter lemon - 2 bottles
- Stir sticks - 200 pieces
- Cookies - 8 packs
- Gluten-free cookies - 2 packs
- Chocolate cookies - 4 packs
- Mini currant buns - 40 pieces
- Butter - 2 packs
- Cheese slices - 2 packs
- Cucumber - 3 pieces
- Grapes - 3 kilos
- Apples - 4 kilos
- Bananas - 3 kilos
- Napkins - 500 pieces
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Hand soap - 3 bottles
- Hand sanitizer - 3 bottles

Tips

Allow two to three drinks per person for the first hour, then add one drink per person for each additional hour. Buy extra coffee, tea and sugar for volunteers who stay through setup and pack-down.
Prepare one price tag or label for every pricing category, plus waterproof markers and tape for replacements. Prices are often changed or labels fall off when books are moved between genre tables.
Set aside a complete payment kit rather than scattering it across the venue: cash register, card terminal, calculator, pens and a clipboard should all be at the folding cash-desk table.
Bring at least one extension cord and power strip for each separate powered area, including coffee machines, the kettle and the payment point. Test the card terminal and cash register before visitors arrive.
Pack directional signs, genre cards and tablecloths together with scissors and tape. Put signs up during setup, not after opening, because visitors need to find the entrance, information booth and payment point immediately.

Frequently asked questions

How many drinks do I need for a book fair?: Plan for two to three drinks per person during the first hour, then one drink per person for every extra hour. Add a separate allowance for volunteers working before and after opening.
What payment supplies are needed for a book fair?: Prepare a cash register, payment terminal, calculator, pens and a clipboard at the payment table. Check both payment methods at least 30 minutes before doors open and keep change ready before the first sale.
How many price labels should I buy for a book fair?: Use at least one label for every price category on each book table, then keep 10 to 20 spare labels per table for replacements. Waterproof markers and tape help when labels are lost or damaged.
What should I bring for book fair table setup?: Bring tables, chairs, tablecloths, genre cards, price tags, directional signs and book boxes, with shelves or clothes racks if needed for the display. Finish the layout at least 60 minutes before opening so books can be arranged by genre and the payment point tested.

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