Book Fair Shopping List

A book fair needs more than books and tables. You will need a clear way to display prices, take payments, direct visitors, and keep refreshments moving without blocking the stalls. Plan separate supplies for vendors, the cash desk, the coffee area, and cleanup. Check power access before buying or collecting equipment, and arrange consumables at least a week ahead so missing items do not become a setup-day problem.

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What to bring

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

Furniture

Tablesqty 16
Chairsqty 24
Book boxesqty 40
Cash desk table
Coat rack

Tableware

Reusable cupsqty 80
Coffee mugsqty 40
Cake platesqty 40
Cutlery setsqty 40
Serving tongsqty 3

Equipment

Cash register
Payment terminal
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Coffee makerqty 2
Kettlesqty 2
Coolersqty 3

Kitchen

Thermos flasksqty 4
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Tableclothsqty 16
Price signsqty 12
Direction arrowsqty 12
Vendor badgesqty 30
Tapeqty 6
Color stickersqty 12

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Reusable cleaning clothsqty 12

Catering

Groceries
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Stir sticks - 200 pieces
- Teaspoons - 100 pieces
- Butter - 3 packs
- Margarine - 2 tubs
- Coffee buns - 60 pieces
- Mini croissants - 60 pieces
- Wholemeal bread - 6 loaves
- White rolls - 60 pieces
- Young cheese - 3 kilos
- Hummus - 2 kilos
- Chicken breast slices - 1.5 kilos
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 4 heads
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Cookies - 8 packs
- Apples - 5 kilo
- Bananas - 3 kilos
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Ice cubes - 4 bags
- Paper napkins - 400 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 3 bottles
- Paper hand towels - 6 packs

Tips

Plan one sturdy table for the cash desk and keep the cash register, payment terminal, laptop, and printer together. Test every device and bring extension cords and power strips at least one day before the fair.
Use book boxes for back-stock and keep the display tables clear. Prepare price signs and color stickers before opening, then use the same color system on every stall so visitors can understand prices quickly.
Allow roughly one chair per vendor or volunteer who will be stationed at a table, plus a few extra for breaks. Confirm the final vendor count before arranging tables, chairs, badges, and the floor plan.
For a coffee area, prepare reusable cups, coffee mugs, cake plates, cutlery sets, serving tongs, serving trays, and thermos flasks. Set out cutting boards and bread knives only where food will actually be portioned, and keep coolers available for items that need chilling.
Pack tape, direction arrows, vendor badges, tablecloths, and brooms in one clearly marked setup box. Put the signs up before doors open and keep the brooms ready for paper, packaging, and dirt around the stalls.

Frequently asked questions

What do I need for a book fair shopping list?: Plan supplies for four areas: book stalls, the cash desk, refreshments, and cleanup. At minimum, check tables, book boxes, price signs, payment equipment, serving items, power supplies, tape, and brooms 5–7 days before the event.
How many tables do I need for a book fair?: Start with one display table per planned stall or vendor, then add one cash desk table and any extra tables needed for refreshments or registration. Confirm the vendor list before finalizing the number, ideally 7 days in advance.
How much coffee and tableware should I buy for a book fair?: Plan 2–3 drinks per person during the first hour, then adjust for the expected duration. Provide at least one cup or mug and one cake plate per expected guest, with about 10% extra for replacements and volunteers.
When should I prepare book fair price signs and payment equipment?: Prepare price signs, color stickers, and vendor badges 2–3 days before the fair. Test the cash register, payment terminal, laptop, printer, extension cords, and power strips the day before, not during setup.

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