Book Fair Shopping List

A book fair needs more than tables for displaying books. You also need a clear way to take payments, direct visitors, label each table and keep drinks and snacks available throughout the opening hours. This shopping list covers the practical supplies behind the event, from card machines and cash registers to coffee equipment, printed materials and power leads. Check quantities against your exhibitor count, visitor numbers and venue layout before buying or borrowing anything.

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What to bring

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

Furniture

Tablesqty 32
Chairsqty 80
Bar stoolsqty 6
Clothes racksqty 2
Coat racksqty 3
Waste binsqty 8

Equipment

Card machinesqty 2
Cash registersqty 2
Extension cordsqty 8
Power stripsqty 8
Laptopsqty 2
Printers
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Handheld microphonesqty 2
Speakersqty 2

Lighting

LED lampsqty 8
String lightsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Coffee spoonsqty 40
Serving traysqty 8

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Serving jugsqty 4
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Ice packsqty 16

Decorations

Tableclothsqty 32
Table runnersqty 16
Book stand signsqty 32
Info boardsqty 6
Program standsqty 4
Buntingqty 8
Flower arrangementsqty 8
Clipboardsqty 12
Chalkboardsqty 6

Office

Pensqty 40
Pencilsqty 20
Permanent markersqty 12
Paper rollsqty 6
Notepadsqty 12
Tape dispensersqty 4
Scissorsqty 6
Staplersqty 3
Calculatorsqty 3
Cash boxesqty 2
Wristbandsqty 300
Number stickersqty 400
Name badgesqty 100
Paper distributorsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Toilet brushesqty 3

Safety

Non-slip matsqty 8
Cable matsqty 12
Flashlightsqty 4
First aid kit

Catering

Groceries
- Coffee - 6 packs
- Tea - 200 bags
- Decaf coffee - 1 pack
- Sugar - 2 kilos
- Mints - 1 box
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 bags
- Coffee cakes - 120 pieces
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Unsalted butter - 2 kilos
- Jam - 4 jars
- Hummus - 8 tubs
- Cream cheese - 8 tubs
- Cucumber - 12 pieces
- Cherry tomatoes - 6 tubs
- Grapes - 8 kilos
- Apples - 80 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 bags
- Gluten-free crackers - 4 packs
- Rice cakes - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 800 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Disinfectant spray - 4 bottles
- Dishwasher tablets - 1 box
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Tips

Plan one display table per exhibitor or shared table space, then add at least one separate table for registration, payment or refreshments. Confirm the final exhibitor list before ordering furniture.
Prepare payment supplies for both cash and card sales. Have a cash register, starting cash and card machines ready at least one day before the fair, and keep extension cords and power strips available for charging.
For a four-hour fair, allow roughly two drinks per visitor or helper if refreshments are available. Stock coffee cups, glasses, water jugs, thermos flasks and serving trays, and chill bottled drinks several hours before opening.
Print visitor brochures, maps, price lists, registration forms, table labels and name badges before the final setup. Keep around 10% extra copies of visitor-facing materials for replacements and late arrivals.
Walk through the room with the booth layout before doors open. Place LED lamps or string lights where tables are dim, secure cables with suitable covers or tape, and position waste bins near refreshments and exits.

Frequently asked questions

What do I need to buy for a book fair?: Plan for display tables, chairs, payment equipment, table labels, printed visitor information, name badges, lighting, waste bins and refreshments. You will also need practical power supplies such as extension cords and power strips, plus coffee and serving equipment if drinks are provided.
How many tables do I need for a book fair?: Start with one table per exhibitor or one agreed table space per seller, then add at least one table for registration or refreshments. Confirm the number after registrations close, ideally 3 to 7 days before the event, so the layout and furniture order match the final list.
How much coffee and water should I provide at a book fair?: For a four-hour event, allow about two drinks per person who is expected to use the refreshment area. Keep extra water available for exhibitors and helpers, and prepare coffee in thermos flasks so it can be served throughout the opening hours.
When should I prepare the book fair supplies?: Buy or borrow furniture, payment equipment and lighting at least 1 to 2 weeks ahead. Print labels, brochures, price lists, forms and badges 2 to 3 days before the fair, then chill drinks and set out serving supplies on the day.

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