Book fair shopping list

A book fair needs more than tables and books. Visitors need clear directions, exhibitors need labels and badges, and sellers need a reliable way to take payments. Refreshments also require cups, glasses, plates and working coffee equipment, with coolers ready before doors open. Use this shopping list to check the practical details that are often left until the last minute, especially extension cords, power strips, printer supplies and name badge holders.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 70
Bookshelvesqty 10
Display racksqty 12
Bar stoolsqty 6
Tableclothsqty 24
Protective matsqty 24

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Card machinesqty 3
Laptopsqty 2
Printersqty 2
Barcode scannersqty 2
Extension cordsqty 6
Power stripsqty 10
Bollardsqty 8
Handheld microphone
Presentation screen

Lighting

Standing lampsqty 8
Desk lampsqty 12

Decorations

Information boardsqty 8
Directional signsqty 12
Exhibitor badgesqty 30
Badge holdersqty 30
Table numbersqty 24
Menu boardsqty 4

Kitchen

Thermos flasksqty 6
Serving jugsqty 4
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Ice packsqty 20

Cleaning

Vacuum cleanerqty 2
Mop setsqty 3
Bucketsqty 4
Broom setsqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 4 liters
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Sparkling water - 3 bottles
- Cookies - 8 packs
- Mini waffles - 5 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted breadsticks - 4 packs
- Mixed nuts - 3 bags
- Raisins - 2 bags
- Apples - 6 kilos
- Bananas - 4 kilos
- Grapes - 3 kilos
- Mandarins - 3 kilo
- Cheese mini sandwiches - 80 pieces
- Ham mini sandwiches - 80 pieces
- Hummus mini sandwiches - 60 pieces
- Vegetable wraps - 50 pieces
- Cream cheese - 2 tubs
- Young cheese - 2 kilos
- Hummus - 2 kilos
- Cucumber - 2 kilos
- Cherry tomatoes - 2 kilos
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 500 pieces
- Stirrers - 300 pieces
- Paper cups - 300 pieces
- Paper plates - 250 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Large trash bags - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Printer paper - 5 packs
- Ink cartridges - 4 sets
- Name stickers - 100 pieces
- Price stickers - 1000 pieces
- Color markers - 4 sets
- Adhesive tape - 8 rolls
- Double-sided tape - 4 rolls
- Cable tape - 6 rolls
- Paper bags - 300 pieces
- Envelopes - 200 pieces
- Ballpoint pens - 50 pieces
- Receipt rolls - 10 rolls
- Cash bags - 20 pieces

Tips

Plan at least one table or display surface per exhibitor, then add a small buffer if the floor plan allows it. Check tablecloths and protective mats before transporting the furniture.
Prepare one exhibitor badge and badge holder per participant, plus at least 10% extra for late changes, damaged badges or volunteers who need identification.
For a four-hour fair, allow roughly two hot drinks per visitor if refreshments are available. Count coffee cups, glasses, plates and cutlery separately instead of assuming one item can cover every service.
Test every card machine, laptop, printer and barcode scanner at least 24 hours before opening. Pack the required extension cords and power strips together so equipment is not connected across walkways.
Put directional signs and information boards at the entrance, registration point and key turns in the venue. Sort price tags and labels before the event day, rather than asking exhibitors to write them while visitors arrive.

Frequently asked questions

What should I buy for a book fair?: Plan for display furniture, table coverings, labels, exhibitor badges, signage, payment equipment, power supplies and refreshments. For catering, count cups, glasses, plates and cutlery separately, and check coffee machines, kettles and coolers before the event.
How many exhibitor badges do I need for a book fair?: Prepare one badge and holder for every registered exhibitor, then add at least 10% extra. For 30 exhibitors, that means 33 badges and holders so replacements and late additions are covered.
How much coffee should I buy for a book fair?: For a four-hour event, estimate about two hot drinks per visitor when coffee and tea are freely available. For 50 visitors, prepare around 100 servings and make sure the coffee machines, kettles and cups can support that volume.
When should I check book fair equipment?: Check the inventory and shopping list at least 7 days before the fair, then test payment devices, printers, barcode scanners and presentation equipment 24 hours before opening. Do a final check of drinks, refrigeration and power connections on the event day.

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