What to Buy for a Book Fair
A book fair needs more than tables and books. You will also need a clear way to display prices, move boxes, process payments and guide visitors through the room. Plan refreshments separately from seller supplies, and check power needs before buying or borrowing equipment. This shopping list helps you cover the items that are easy to overlook, especially change, labels, extension cords and serving equipment.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 24
- Chairsqty 80
- Cash desk table
- Information desk
- Bookshelvesqty 8
- High tablesqty 4
- Clothes racksqty 2
- Tableclothsqty 24
- Transport cartsqty 4
Tableware
- Coffee cupsqty 80
- Glassesqty 80
- Platesqty 80
- Teaspoonsqty 80
- Forksqty 80
- Pliersqty 6
- Serving plattersqty 8
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Sound system
- Microphone
- Extension cordsqty 6
- Power stripsqty 6
- Laptopsqty 2
- Card machinesqty 2
- Calculatorsqty 3
Book sales
- Book boxesqty 80
- Bookendsqty 40
- Price tagsqty 500
- Sticky notesqty 20
- Book vouchersqty 100
- Carrier bagsqty 250
- Wrapping paper rollsqty 6
- Tape dispensersqty 4
- Ink cartridgesqty 2
- Cash boxesqty 2
- Receipt rollsqty 12
Decorations
- Book fair bannersqty 4
- Announcement postersqty 20
- Directional signsqty 12
- Category postersqty 12
- Table runnersqty 12
- Book decorationsqty 20
- Sticky tackqty 4
- Scissorsqty 6
- Duct tapeqty 4
Lighting
- LED lampsqty 12
- String lightsqty 6
- Battery lampsqty 8
Office
- Pen setsqty 6
- Notepadsqty 12
- Clipboardsqty 6
- Name stickersqty 150
- Printer paperqty 2
- Foldersqty 12
- Staplersqty 3
- Tapeqty 8
- Markersqty 12
- Cash bagsqty 4
Cleaning
- Vacuum cleaner
- Mopsqty 3
- Bucketsqty 3
- Cleaning clothsqty 20
- Hand soap dispensersqty 4
- Hand sanitizer holdersqty 4
- Waste binsqty 8
- Toilet brushesqty 4
Catering
- Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Rooibos tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Lemons - 12 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Sparkling water - 4 bottles
- Ice cubes - 6 bags
- Unsalted butter - 2 packs
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Mini rolls - 120 pieces
- Currant buns - 60 pieces
- Butter cookies - 6 packs
- Speculaas - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 3 bags
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Paper stirrers - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
Tips
- Plan at least one table or display surface per participating seller, then add one separate cash desk and one information desk. Leave enough room between spaces for visitors carrying book boxes or bags.
- Prepare one price tag or label for every sales group or clearly priced book section, plus around 10% extra for replacements. Sticky notes are useful when prices or categories change during setup.
- For a cash payment point, arrange a float with several denominations before opening and keep a calculator and printed cash register forms at the desk. If sellers take card payments, test every card machine at least one day in advance.
- Count extension cords and power strips against the coffee machines, kettles, laptops, sound system and card machines you will use. Test the full setup in the actual room before the book fair, rather than discovering a shortage during opening.
- Buy or borrow more book boxes than you expect to need for transport and sorting: allow at least one box per seller or category, with two or three spare boxes for overflow. Add transport carts if boxes must be moved over a long distance or between floors.
Frequently asked questions
- What do I need to buy for a book fair?
- Plan for display furniture, book boxes, bookends, price tags, sticky notes, payment supplies, signage materials and refreshments. You may also need coffee machines, kettles, cups, glasses, plates and serving utensils for the catering area.
- How many tables do I need for a book fair?
- Start with one sales table or display area per participating seller, then add a separate cash desk table and information desk. Add high tables or bookshelves only where the room layout and book stock justify them.
- How much change should I prepare for a book fair?
- Prepare enough small notes and coins to handle the first 20 to 30 cash sales without asking sellers to make change. Confirm the admission price and common book prices at least 2 days before the event so the float matches likely payments.
- When should I buy supplies for a book fair?
- Buy printed labels, price tags, sticky notes and packing materials at least 1 week before the fair. Test card machines, laptops, the sound system and all power connections at least 1 day before opening.
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