Book Fair Shopping List

Set up your book fair with more than tables and books. You will need practical equipment for sellers, clear signs for visitors, payment supplies, and a simple coffee and drinks station. Plan quantities around the number of sellers and expected visitors, then check power access before buying or borrowing electrical equipment. A weather backup also matters if any tables or stalls are outside.

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What to bring

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

Furniture

Party tentsqty 2
Market stallsqty 10
Tablesqty 6
Chairsqty 24
Bookshelvesqty 6
Foldable tablesqty 4
Blanketsqty 10

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Tea glassesqty 40
Platesqty 60
Cutlery setsqty 60
Pouring jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Battery lampsqty 8
Handheld microphone
Portable speaker

Kitchen

Serving traysqty 6
Thermos flasksqty 4
Ice packsqty 12
Pliersqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Buntingqty 8
Tableclothsqty 10
Book-themed postersqty 12
Price tagsqty 500
Directional signsqty 8
Name badgesqty 30

Catering

Books for saleqty 500
Cash registerqty 2
Cash boxqty 2
Payment terminal
Receipt bookletsqty 4
Receiptsqty 500
Cash change
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paper cups for water - 200 pieces
- Stirrers - 300 pieces
- Paper napkins - 500 pieces
- Tea bags - 100 pieces
- Butter cookies - 6 packs
- Speculaas - 4 packs
- Mini muffins - 80 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted peanuts - 3 bags
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Coffee filters - 2 packs
- Ice cubes - 10 bags

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4
Paper towel dispenserqty 2

Tips

Allow one market stall or table per seller, plus at least one extra table for the cash register, refreshments or overflow books. Add chairs only where sellers will sit for most of the day.
Prepare one clear price sign for each book category and keep spare book-themed posters, route signs and tape ready. Signs are often the item people remember only after the first visitors arrive.
For a coffee and tea station, provide one cup per expected drink at a time and keep at least 10% extra reusable cups, coffee cups or tea glasses available. Thermos flasks help when outlets are limited.
Check the venue’s outlets before bringing coffee machines, kettles, lamps or speakers. Take extension cords and power strips, and keep battery lamps available so a single missing outlet does not stop the setup.
If the fair is outdoors, arrange party tents, blankets and coolers at least one day before the event. Chill drinks several hours in advance and keep ice packs ready for transport and storage.

Frequently asked questions

What do I need for a book fair?: You need tables or market stalls, bookshelves or foldable tables, chairs, tablecloths, signs, posters and payment supplies. For refreshments, plan cups, glasses, serving trays, coffee or tea equipment, coolers and thermos flasks.
How many tables do I need for a book fair?: Plan at least one table or stall per seller, then add 1–2 extra tables for the cash register, drinks and overflow stock. For example, 12 sellers need at least 14 tables if refreshments and payments are handled separately.
How much coffee and tea should I buy for a book fair?: Estimate one hot drink per expected visitor if the fair lasts around three hours, then add 10–15% extra. For 100 visitors, prepare supplies for roughly 110–115 drinks and provide enough cups, glasses, milk, sugar and serving space.
What should I prepare for an outdoor book fair?: Arrange party tents, weatherproof signs, blankets, coolers and battery lamps at least 24 hours beforehand. Check the forecast the day before and keep a clear indoor or covered fallback plan if rain or strong wind is expected.

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