Book Fair Shopping List
A book fair needs more than books and tables. You will need clearly marked stalls, sturdy crates or racks, signs that guide visitors, and a simple way for sellers to take payments. Plan refreshments separately, including coffee equipment, cups, glasses and plates. This list also covers the easy-to-miss items that cause delays on the day, such as extension cords, power strips, cash-handling equipment, booth numbers and spare lighting.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Market tablesqty 20
- Chairsqty 30
- Party tentsqty 4
- Tablecloth coversqty 20
- Book cratesqty 40
- Storage racksqty 8
- Foldable tablesqty 2
Equipment
- Cash register
- Payment terminal
- Payment phone
- Extension cordsqty 6
- Power stripsqty 6
- Coolersqty 3
- Kettlesqty 2
- Coffee machinesqty 2
- Handheld microphone
Lighting
- String lightsqty 6
- LED lampsqty 8
- Battery lanternsqty 4
Decorations
- Welcome sign
- Booth numbersqty 20
- Wayfinding signsqty 10
- Information boardqty 2
- Buntingqty 8
- Adhesive hooksqty 30
- Ropeqty 2
Tableware
- Reusable cupsqty 150
- Coffee cupsqty 80
- Glassesqty 80
- Platesqty 100
- Cutlery setsqty 100
- Serving traysqty 8
- Serving spoonsqty 6
Kitchen
- Thermos flasksqty 6
- Water jugsqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Kitchen tongsqty 4
- Ice packsqty 12
Catering
- Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salted pretzels - 6 bags
- Cookies - 10 packs
- Sirup waffles - 6 packs
- Mini muffins - 120 pieces
- Apples - 6 kilos
- Bananas - 4 kilos
- Grapes - 3 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 8 tubs
- Cream cheese - 4 tubs
- Crackers - 10 packs
- Mini sandwiches - 120 pieces
- Vegetarian wraps - 40 pieces
- Lemons - 2 kilos
- Ice cubes - 10 kilos
- Napkins - 500 pieces
- Stirrers - 300 pieces
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 4 rolls
- Pedal bin liners - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Nitrile gloves - 4 boxes
Cash register
- Cash boxqty 2
- Receiptsqty 4
- Price stickersqty 1500
- Small change traysqty 6
- Pensqty 20
- Stampqty 2
- Stamp inkqty 2
- Calculatorsqty 4
Book sales
- Bookmarksqty 500
- Paper carrier bagsqty 300
- Bubble wrapqty 2
- Wrapping paperqty 4
- Tape dispensersqty 6
- Rolls of tapeqty 12
- Cardboard boxesqty 80
- Clipboardsqty 8
- Catalog boxesqty 12
- Bookendsqty 40
- Label holdersqty 40
- Marker pensqty 24
- A4 notepadsqty 10
- Paper cutter
Cleaning
- Broomqty 2
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 3
- Trash binsqty 8
- Cleaning clothsqty 20
- Toilet brushesqty 3
Safety
- Non-slip matsqty 8
- Cable matsqty 10
- Flashlightsqty 4
- Reflective vestsqty 8
Tips
- Plan at least one market table or foldable table for each participating seller, plus a separate table for information and registration. Add enough chairs for sellers who will be at their stalls throughout the event.
- Use book crates or storage racks to keep books off the floor and make browsing easier. Label every crate or box before setup so sorted books can be placed quickly at the correct stall.
- Bring one visible welcome sign, booth numbers for every seller, and wayfinding signs at entrances and key turns. Print the vendor list and floor plan before the event rather than relying only on a phone.
- For a cash-based fair, prepare a cash register and petty cash in advance. If sellers accept digital payments, check the payment terminal and payment phone before opening, and pack extension cords and power strips where electricity is needed.
- Count refreshments by person and serving: prepare roughly 2 cups of coffee per guest if the fair lasts several hours, and bring reusable cups, coffee cups, glasses and plates with a small spare allowance of about 10%. Keep coolers ready for anything that must stay chilled.
Frequently asked questions
- What do I need for a book fair?
- Bring tables, chairs, table covers, book crates or racks, booth numbers, signs, an information board and payment equipment. For refreshments, plan coffee machines or kettles, cups, glasses, plates and coolers. Add extension cords, power strips and spare lighting if sellers or visitors need electricity.
- How many tables do I need for a book fair?
- Start with one table per participating seller, then add at least one information table. If a seller has a large collection, allow two tables or combine a table with storage racks so books do not have to be stacked too deeply.
- How much coffee should I buy for a book fair?
- Allow about 2 cups of coffee per guest for a fair lasting several hours. Buy or prepare around 10% extra cups and coffee supplies, especially if the event has no nearby café or refill point.
- When should I prepare book fair signs and price labels?
- Prepare booth numbers, wayfinding signs, the welcome sign, vendor list, floor plan and price labels at least 3 to 5 days before the fair. Check them again after the layout is final, because a late stall change can make printed signs inaccurate.
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