What to Buy and Bring to a Book Fair

A book fair needs more than books and tables. You will need practical supplies for seller stands, the entrance desk, book presentations, refreshments and card payments. Plan display equipment before the booksellers arrive, and check power access for coffee machines, laptops, projectors and microphones. This shopping list helps you cover the items people often remember too late, including cable management, transport equipment, name badges and serving supplies.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Foldable tablesqty 4
High tablesqty 4
Bookshelvesqty 8
Clothes racksqty 2
Bar stoolsqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Card machinesqty 3
Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 3
Dolliesqty 4

Presentation

Flip chartsqty 2
Flipchart markersqty 12
Book standsqty 30
Clipboardsqty 6

Decorations

Book garlandsqty 8
Tableclothsqty 24
Decorative lampsqty 10
Vasesqty 8

Registration

Entrance desksqty 2
Cash boxesqty 2
Name badgesqty 100
Badge holdersqty 100
Wristbandsqty 150
Table number signsqty 30
Pensqty 30
Receipt bookletsqty 4
Change boxesqty 2

Signage

Information boardsqty 8
Directional signsqty 12
Plate standsqty 12

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Thermos flasksqty 6
Drink dispensersqty 3
Serving traysqty 6
Bread basketsqty 4
Pliersqty 6
Ice packsqty 16
Groceries
- Coffee beans - 3 kilo
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Sparkling water - 24 bottles
- Still water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 8 liters
- Apple juice - 8 liters
- Lemons - 12 pieces
- Honey - 2 jars
- Stir sticks - 200 pieces
- Paper napkins - 500 pieces
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Mini apple turnovers - 80 pieces
- Hummus - 1 kilo
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 2 kilos
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan cookies - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Trash bags - 60 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 2 liters
- Dish soap - 2 bottles
- Rinse aid - 1 bottle
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Hand soap - 6 bottles
- Hand sanitizer gel - 4 bottles
- Paper towels - 12 packs

Tips

Plan one display surface for each bookseller, then add spare tables or foldable tables for overflow books, sign-in materials and presentations. Bookshelves and book stands are useful when titles need to be visible from a distance.
Check the venue’s power points at least one week before the fair. Count every coffee machine, kettle, projector, speaker and card machine, then bring enough extension cords, power strips and cable reels without running cables across walkways.
For refreshments, count reusable cups, coffee cups, plates and cutlery for your expected attendance, then add around 10% extra. Do not forget serving platters and coolers if food or drinks will be available throughout the day.
Prepare the entrance desk separately from the seller stands. Keep card machines, laptops, clipboards, tickets, wristbands and name badges together so registration and entry payment can start immediately when doors open.
If authors or speakers are presenting, pack the projector, projection screen, speakers, wireless microphones, flip charts and markers together with the books. Test the presentation setup before visitors arrive, and use dollies for moving heavy boxes of books.

Frequently asked questions

What do I need to buy for a book fair?: Plan display furniture, bookshelves or book stands, payment equipment, name badges, tickets or wristbands, refreshments and presentation supplies. For a fair with talks, also allow for a projector, screen, speakers and wireless microphones.
How many cups and plates do I need for a book fair?: Count one cup, plate and cutlery set per expected serving, then add about 10% extra. For coffee, plan at least one coffee cup per guest who is likely to have a drink, with additional reusable cups for water or cold drinks.
How early should I prepare book fair equipment?: Check the shopping list and confirm borrowed or rented equipment at least one week before the event. Test card machines, laptops, microphones and projection equipment no later than the day before, and bring all books and display items before setup starts.
What power equipment is needed for a book fair?: List each powered device first, including coffee machines, kettles, laptops, projectors, speakers and card machines. Bring enough extension cords, power strips and cable reels for every setup area, plus a safe route that keeps cables away from visitor walkways.

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