What you need for a book fair

A book fair needs more than books and tables. You will need a clear way to display different categories, label and price every item, process payments quickly, and give visitors somewhere to carry their purchases. Plan the practical supplies early: price stickers, bags, tape, markers and power equipment are easy to overlook and difficult to replace on the event day. This checklist also covers the coffee station, signage, lighting and vendor setup.

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What to bring

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

Furniture

Party tentsqty 2
Market tablesqty 12
Chairsqty 20
Book cratesqty 30
Display racksqty 8
Folding table for cash register

Decorations

Tableclothsqty 12
Buntingqty 6
Directional signsqty 10
Info boardsqty 4
Price sign holdersqty 20

Sales materials

Price stickersqty 1000
Paper carrier bagsqty 300
Book labelsqty 1000
Clipboardsqty 4
Notepadsqty 6
Pensqty 20
Permanent markersqty 8
Rolls of tapeqty 6
Scissorsqty 4
Cash traysqty 6
Payment terminalsqty 2
Cash boxesqty 2

Equipment

Extension cordsqty 4
Power stripsqty 4
Electric kettlesqty 2
Coffee machinesqty 2

Lighting

Work lightsqty 4
String lightsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Teaspoonsqty 60
Serving traysqty 4

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Coolersqty 2

Cleaning

Waste binsqty 6
Bucketsqty 2
Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Still water - 6 bottles
- Sparkling water - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Stir sticks - 200 pieces
- Coffee filters - 1 pack
- Disposable teaspoons - 100 pieces
- Butter cookies - 6 packs
- Speculaas cookies - 4 packs
- Gluten-free cookies - 2 packs
- Vegan cookies - 2 packs
- Napkins - 300 pieces
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Toilet paper - 24 rolls
- Hand soap - 2 bottles
- Hand gel - 4 bottles
- Cleaning gloves - 4 pairs
- Spare price stickers - 2 rolls
- Packaging cardboard - 1 pack
- Rope - 2 rolls

Tips

Allow one market table or display surface for each vendor or clearly defined book section, then keep at least one folding table free for the cash register. This prevents sales equipment from taking over the main display area.
Prepare at least one price sticker or book label for every book, plus 10–15% extra for relabelling and damaged stickers. Keep permanent markers, tape and scissors at the sorting or pricing table.
Plan one paper carrier bag for every expected customer who may buy books, with an additional 20% spare. Bags are often forgotten because they are needed at checkout rather than during setup.
For a coffee station, provide at least one reusable cup per expected simultaneous drink and keep two electric kettles or coffee machines available if attendance is high. Check extension cords and power strips before bringing the equipment on site.
Use one cash tray or cash box and one payment terminal for each active checkout point, then test both at least 24 hours before opening. Bring clipboards, notepads and pens for vendor records, registrations or stock notes.

Frequently asked questions

What supplies do I need for a book fair?: Plan for display furniture, book crates or racks, tablecloths, signs, price stickers, labels, paper bags, payment equipment and cash boxes. Add tape, scissors, markers, clipboards, notepads and pens for last-minute changes and vendor administration.
How many paper bags should I buy for a book fair?: Buy one bag per expected purchasing customer and add 20% spare. For 100 likely buyers, that means at least 120 paper carrier bags.
How many price stickers do I need for a book fair?: Use one sticker per priced book and buy 10–15% extra. If you are pricing 500 books, prepare about 550–575 stickers so damaged or replaced labels do not stop the setup.
When should I test payment terminals and electrical equipment?: Test payment terminals, coffee machines, kettles, extension cords and power strips at least 24 hours before the fair. This leaves time to charge, replace or reassign faulty equipment before setup begins.

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