What you need for a book fair

A book fair needs more than books and tables. You will need a clear way to display categories, move boxes, take payments, and keep the refreshments running while visitors browse. Buy or bring the small items early: tape, signs, power strips, serving tools, and cash-desk supplies are easy to overlook. Use this list alongside your setup plan so everything is ready before the venue opens.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 12
Chairsqty 30
Cash desk table
Clothing rack
Bookshelvesqty 4
Transport cartsqty 2
Folding stoolsqty 4

Equipment

Cash register
Payment terminal
Extension cordsqty 4
Power stripsqty 3
Kettleqty 2
Coffee makerqty 2
Coolersqty 2
Handheld microphone

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Teaspoonsqty 40
Serving traysqty 6

Kitchen

Thermos flasksqty 6
Milk jugsqty 4
Sugar bowlsqty 4
Cake serversqty 2
Bread knivesqty 2
Cutting boardsqty 2

Decorations

Tableclothsqty 12
Category cardsqty 20
Directional signsqty 8
Tapeqty 4
Buntingqty 6
Table décorqty 12

Lighting

LED lightsqty 6
Batteriesqty 24

Catering

Coffee urn
Book bagsqty 100
Paper bagsqty 150
Price stickersqty 1000
Receiptsqty 2
Cash Box
Cash float box
Notepadsqty 6
Pensqty 24
Craft knivesqty 4
Painter's tapeqty 6
Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Decaf coffee - 1 pack
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Lemons - 6 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Butter cake - 4 pieces
- Apple pie - 3 pieces
- Whipped cream - 4 cans
- Butter cookies - 6 packs
- Speculaas - 4 packs
- Mini sandwiches - 80 pieces
- Cheese - 2 kilos
- Ham - 1 kilo
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 4 kilos
- Paper napkins - 300 pieces
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 50 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Tips

Prepare one category card and one directional sign for each main book section, then bring extra tape for fixing signs to tables, shelves, and walls.
Set up the cash desk with a table, cash register, payment terminal, extension cords, and power strips. Collect the cash float before opening and test every payment method at least 30 minutes in advance.
For a staffed refreshment table, provide coffee cups, glasses, plates, teaspoons, serving trays, thermos flasks, milk jugs, and sugar bowls. Set out enough for the first service period rather than waiting for supplies to run low.
Use transport carts to move books from collection points to the venue, and bring bookshelves, clothing racks, folding stools, and spare chairs where the room layout requires them. Check the route and loading time before the event day.
Pack cake servers, bread knives, and cutting boards with the food supplies. These items are often forgotten because they are not used during room setup, but refreshments cannot be served neatly without them.

Frequently asked questions

What should I buy for a book fair?: Plan for display furniture, category cards, directional signs, tape, payment equipment, power supplies, and refreshment service items. The core list includes tables, bookshelves, a cash desk table, a cash register, a payment terminal, cups, glasses, plates, thermos flasks, and serving tools.
How many tables do I need for a book fair?: Use at least one table for the cash desk and one table for each main book category or selling area. Final numbers depend on the amount of stock and available room, so confirm the layout after sorting the books rather than buying furniture at the last minute.
When should I test the payment terminal and cash register?: Test both at least 30 minutes before visitors arrive, with the extension cords and power strips already connected. Keep the cash float at the desk before opening and check that the payment terminal has power or a full charge.
What refreshments do I need for a book fair?: For a basic coffee and cake table, bring coffee cups, glasses, plates, teaspoons, thermos flasks, milk jugs, sugar bowls, serving trays, cake servers, bread knives, and cutting boards. Set these out before opening so volunteers are not searching for equipment during the first rush.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.