Book Fair Shopping List

A book fair needs more than tables and boxes of books. You also need a clear checkout setup, readable pricing materials, safe power distribution, signs and enough serving equipment for coffee, tea and cake. Use this list alongside your floor plan and exhibitor numbers. Buy or borrow reusable items where possible, and confirm quantities at least one week before the fair so missing equipment does not become a last-minute problem.

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What to bring

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

Furniture

Market stallsqty 24
Tablesqty 8
Chairsqty 80
Stoolsqty 12
High tablesqty 4
Clothes racksqty 2
Bookshelvesqty 8
Foldable tablesqty 4
Reading tablesqty 3
Coat racksqty 2
Storage boxesqty 30
Cash registersqty 2

Tableware

Coffee cupsqty 100
Tea glassesqty 80
Water glassesqty 80
Cake platesqty 80
Coffee spoonsqty 100
Serving traysqty 8

Equipment

Checkout laptopsqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Phone chargersqty 4
Label printersqty 2
Wayfinding signsqty 12
Handheld microphonesqty 2
Speakersqty 2
Cash boxesqty 2
Prize machinesqty 4
Roll containersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Small bowlsqty 12
Cooling matsqty 8

Decorations

Tableclothsqty 28
Book postersqty 20
String bannersqty 8
Plant decorationqty 10
Name badgesqty 30
Price sign holdersqty 30
Arrow stickersqty 30
Chalkboardsqty 8
Program leafletsqty 300
Visitor badgesqty 300
Exhibitor badgesqty 40

Lighting

LED light stringsqty 8
Standing lampsqty 6

Catering

Books for saleqty 500
Paper carrier bagsqty 300
Book wrapsqty 200
Groceries
- Coffee - 4 packs
- Tea bags - 200 pieces
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Milk - 10 liter
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Bitter Lemon - 3 bottles
- Ice cubes - 8 bags
- Stirrers - 300 pieces
- Paper napkins - 500 pieces
- Mini water biscuits - 8 packs
- Butter cookies - 6 packs
- Mini waffles - 6 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Popcorn - 4 bags
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 crates
- Mandarins - 50 pieces
- Mini carrots - 4 bags
- Cucumber - 6 pieces
- Cherry tomatoes - 6 crates
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Plain hummus - 4 tubs
- Multigrain bread - 8 loaves
- White rolls - 80 pieces
- Whole grain buns - 80 pieces
- Currant buns - 60 pieces
- Butter - 4 tubs
- Jam - 4 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Veggie wraps - 60 pieces
- Herb cream cheese - 4 tubs
- Paper cups - 300 pieces
- Wooden stirrers - 300 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Small trash bags - 50 pieces
- Paper tablecloth - 6 rolls
- Bandages - 2 boxes
- Pens - 30 pieces
- Permanent markers - 12 pieces
- Tape - 10 rolls
- Double-sided tape - 6 rolls
- Labels - 1000 pieces
- Cash register receipts - 4 rolls
- Coin trays - 4 pieces
- Cash change bundles - 4 bundles

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Toilet brushesqty 4
Towelsqty 12

Tips

Plan at least one table or stall per exhibitor, then add 10–15% extra table space for sorting, browsing and late changes. Include bookshelves or foldable tables where exhibitors bring larger collections.
Prepare one checkout laptop and one card machine for each active sales point, plus a spare phone charger and one backup payment option. Test every device at least 48 hours before opening.
For a four-hour fair, allow roughly two cups per visitor who uses the refreshment area. Add 10% extra coffee cups, tea glasses, water glasses and cake plates so used items do not stop service.
Buy or print price stickers in several sizes and prepare enough for every book category, with at least 20% spare. Pack them with label printers, checkout slips and pens rather than leaving them at individual stands.
Allow one extension cord and one power strip for each powered checkout or refreshment station, but never connect more equipment than the venue allows. Bring wayfinding signs and coat racks before exhibitors arrive, since these are commonly forgotten until the room is full.

Frequently asked questions

What do I need for a book fair checkout?: Prepare a checkout laptop and card machine for each sales point, plus checkout slips, price stickers, phone chargers and a tested payment connection. Keep one spare charger and a backup payment method on site.
How many tables do I need for a book fair?: Start with one table or market stall per exhibitor and add 10–15% extra capacity for shared sorting and late changes. A floor plan made at least one week ahead will show whether you also need bookshelves, reading tables or storage boxes.
How many cups and glasses are needed for a book fair?: For a four-hour event, allow about two cups or glasses per visitor expected to use refreshments, then add 10% spare. Include coffee cups, tea glasses, water glasses, cake plates, coffee spoons and serving trays.
When should I buy book fair supplies?: Confirm furniture, equipment and catering supplies at least one week before the event. Test checkout laptops, card machines, label printers, coffee machines and kettles 48 hours before opening, and check power leads on the day before.

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