Book Fair Shopping List

A book fair needs more than tables and boxes of books. You will need a clear way to display categories, price items, take payments and keep the sales area running for several hours. Plan the equipment around your number of sellers, tables and expected visitors, then add a small backup for power and payment problems. Refreshments, labels and directional signs are easy to leave until the last minute, so buy or collect them before the books are sorted and the room is arranged.

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What to bring

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

Furniture

Market stallsqty 12
Tablesqty 14
Chairsqty 30
Bookshelvesqty 6
Stoolsqty 6
Clothes racksqty 2
Party tentsqty 4
Tableclothsqty 16

Equipment

Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 4
Power banksqty 4
Coolersqty 4
Handheld microphone
Speakersqty 2
Cash register
Cash box
Calculatorsqty 3
Label printersqty 2
Walkie-talkiesqty 4
Small change traysqty 4
Coupon bookletsqty 4
Staplersqty 4
Hole punchesqty 2
Pensqty 30
Markersqty 12
Tape dispensersqty 4
Duct tapeqty 4
Scissorsqty 6
Measuring tapesqty 2
Storage cratesqty 30
Book trolleysqty 4
Hand pallet trucksqty 2

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Water jugsqty 6
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 4
Serving spoonsqty 4
Cutting knivesqty 4
Serving plattersqty 8
Cutting boardsqty 2
Coolersqty 4

Decorations

Book flagsqty 4
Table décorqty 12
Balloonsqty 40
Book postersqty 12
Notice boardsqty 4
Adhesive stripsqty 4
Price tagsqty 800
Category cardsqty 20
Directional signsqty 12
Chalkboardsqty 8
Chalk markersqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 200 pieces
- Decaf coffee - 1 pack
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Student mix - 3 bags
- Salty pretzels - 4 bags
- Mini rice cakes - 4 packs
- Crackers - 6 packs
- Hummus - 8 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Cucumbers - 8 pieces
- Carrots - 3 kilogram
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 4 kilograms
- Bananas - 3 kilograms
- Mini rolls - 100 pieces
- Currant buns - 50 pieces
- Butter - 4 packs
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Vegetarian wraps - 40 pieces
- Falafel - 2 kilograms
- Arugula - 8 bags
- Feta - 1 kilogram
- Olives - 4 jars
- Cookies - 8 packs
- Brownies - 60
- Vegan cookies - 4 packs
- Gluten-free crackers - 3 packs
- Napkins - 300 pieces
- Paper Plates - 100 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Ice cubes - 10 bags
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 4 rolls
- Toilet paper - 4 packs
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs
Water dispensersqty 2
Chilled tablewareqty 4

Cleaning

Trash binsqty 8
Waste sorting binsqty 4
Broom setsqty 3
Vacuum cleanersqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Toilet brushesqty 2

Tips

Plan one table, stall or display section per assigned seller or category, then keep at least one spare table available for sorting, checkout or overflow. Add chairs or stools only where volunteers will actually sit; too many seats reduce browsing space.
Bring a complete pricing and signage kit: printed price labels, category signs, directional signs, markers, tape and spare paper. Prepare at least 10% more labels than the number of books you expect to sell, because prices and categories change during sorting.
For card payments, pack one payment terminal per checkout point, plus an extension cord, power strip and power bank for each active station. Test every terminal and cable before opening, and keep one charged backup payment option ready.
If you serve coffee or tea, match one reusable cup per expected drink and have at least two coffee machines or kettles for a busy sale. Use thermos flasks to keep drinks available away from the serving table, and bring enough plates, cutlery and serving utensils for the food on offer.
For an outdoor fair, provide one party tent or covered area for each exposed sales or refreshment zone, then check the forecast at least 24 hours beforehand. Pack LED lamps or string lights, extension cords and weather-safe covers so the fair can continue if daylight or weather changes.

Frequently asked questions

What do I need for a book fair?: Bring books, tables or market stalls, display furniture, price labels, category and directional signs, payment terminals, power supplies, bags or packing material, and volunteer supplies. If refreshments are offered, add cups, plates, cutlery, coffee or tea equipment and serving utensils.
How many tables do I need for a book fair?: Start with one table or display section per seller or major book category, then add one spare table for sorting, checkout or overflow. Leave clear walking space between rows rather than filling every available area.
How many price labels should I print for a book sale?: Print one label for every priced group or item, plus at least 10% extra for replacements and last-minute changes. Prepare the labels before the books are placed on tables so volunteers can sort and price at the same time.
What should I arrange before a book fair?: Buy or collect the main equipment at least 3 to 7 days beforehand, and test payment terminals, lighting and coffee equipment before the event day. Check the weather 24 hours before an outdoor fair and confirm that tents, cables and backup power are available.

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