Book fair shopping list: what to buy and bring

A book fair needs more than books and tables. Plan the equipment for each vendor stand, the payment point, refreshments, signs and a weather backup before shopping day. The checklist covers market tables, book crates, tents, cash handling, lighting and serving supplies, so you can match quantities to the number of vendors and visitors. Check power access early: coffee machines, kettles, payment equipment and lights may need extension cords and power strips.

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What to bring

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

Furniture

Market tablesqty 12
Chairsqty 20
Party tentsqty 3
Tableclothsqty 12
Book cratesqty 20
Book standsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Cash register
Payment terminal
Thermos flasksqty 4

Lighting

LED lampsqty 6
String lightsqty 3

Decorations

Wayfinding signsqty 8
Information boardsqty 4
Price tagsqty 200
Name badgesqty 30
Tapeqty 6
Ropeqty 2

Tableware

Reusable cupsqty 120
Coffee cupsqty 50
Platesqty 50
Spoonsqty 60
Serving traysqty 4

Kitchen

Pouring jugsqty 4
Sugar bowlsqty 4
Milk jugsqty 4
Storage boxesqty 8
Bottle openersqty 2
Scissorsqty 4
Pensqty 20
Notepadsqty 6
Cash boxesqty 3
Change boxesqty 3

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Bucketsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 3
Disinfectant gelqty 3
Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea assortment - 4 boxes
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Sparkling water - 6 bottles
- Still water - 8 bottles
- Apple juice - 4 packs
- Cookies - 8 packs
- Butter cookies - 4 packs
- Oat Biscuits - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 crates
- Mixed nuts - 3 bags
- Ketchup - 1 bottle
- Mayonnaise - 1 jar
- Napkins - 500 pieces
- Stir sticks - 200 pieces
- Paper plates - 150
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 1 box
- Sponges - 6 pieces
- Rubber gloves - 4 pairs

Tips

Plan one market table or book stand per vendor assignment, then add at least one extra table for information, registration or shared supplies. Confirm the final vendor count before ordering furniture.
For an outdoor fair, count one party tent per exposed stand or seating area and keep rope and tape available for securing signs, tablecloths and cables. Check the forecast and your venue’s weather plan at least 24 hours before opening.
Set up the payment point with a cash register, payment terminal, price tags and a printed price list. Bring a small storage box for receipts, spare labels and other loose payment supplies so they do not disappear among the book crates.
Count coffee service by expected users rather than vendors alone: provide roughly one reusable cup or coffee cup per person per serving, plus extra cups for replacements. Prepare milk jugs, sugar bowls, spoons, pouring jugs and serving trays together so the refreshment station can be opened quickly.
Bring LED lamps or string lights if vendors will unload early, pack up late or work under tents. Test coffee machines, kettles, payment equipment and every extension cord before the event, ideally two to three days in advance.

Frequently asked questions

What do I need for a book fair?: You need display furniture such as market tables, book crates and book stands, plus tents, tablecloths, chairs and signs. Also plan payment equipment, price tags, name badges, lighting, extension cords and refreshments such as coffee, cups, milk and sugar.
How many tables do I need for a book fair?: Start with one market table or book stand for every confirmed vendor assignment. Add at least one separate table for information, registration or shared materials, and confirm the count before furniture rental or collection.
How much coffee should I buy for a book fair?: Estimate one cup per expected coffee drinker, then add about 10% for refills, spills and replacements. Prepare the coffee equipment and serving supplies at least one day before the fair so you can check power and capacity.
When should I prepare the book fair supplies?: Confirm furniture, tents and power access at least one week before the event. Test payment equipment, print price lists and sort book crates two to three days beforehand, then pack small supplies in labelled storage boxes.

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