What to buy for a book fair

A book fair needs more than donated books and a few tables. You will need a clear way to display different genres, label prices, process payments and keep stock moving throughout the day. Plan refreshments separately so volunteers and visitors can serve themselves without disrupting sales. This shopping list covers the practical supplies that are easy to overlook, from cash register rolls and price stickers to extension cords and boxes for unsold books.

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What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 30
Bookshelvesqty 4
Book cartsqty 2
Clothing rack
Plastic cratesqty 30
Bookendsqty 20
Tableclothsqty 12

Tableware

Coffee mugsqty 60
Drinking glassesqty 60
Pastry platesqty 60
Teaspoonsqty 60
Serving traysqty 4
Serving tongsqty 4

Equipment

Cash boxesqty 2
Payment terminal
Calculatorsqty 2
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Hand trucksqty 2
Coffee machinesqty 2
Kettlesqty 2

Office supplies

Price stickersqty 1000
Pensqty 20
Markersqty 12
Notepadsqty 6
Cash register rollsqty 4
Scissorsqty 6
Tape dispensersqty 4
Staplersqty 2
Label sheetsqty 10

Decorations

Book fair bannersqty 2
Category cardsqty 20
Wayfinding signsqty 10

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 6
Broom setsqty 2
Mop headsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Spa Blauw - 12 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Biscuits - 8 packs
- Butter cookies - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted breadsticks - 4 packs
- Mini currant buns - 30 pieces
- Apples - 30 pieces
- Bananas - 20 pieces
- Lemons - 6 pieces
- Cinnamon - 1 jar
- Coffee filters - 2 packs
- Paper napkins - 6 packs
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning wipes - 2 packs
- Trash bags - 3 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 3 bottles
- Paper towels - 4 packs
- Paper carrier bags - 300 pieces
- Cash change - 300 euro

Supplies

Sales booksqty 500
Book boxesqty 40

Tips

Allow one price sticker for every book, plus at least 10% extra for labels that peel off or need correcting. Keep markers, pens, notepads and scissors at the pricing table.
Plan one table or display surface for each main genre, with bookends or crates to stop rows from collapsing. Add bookshelves, carts or other display furniture where visitors need to browse standing up.
Prepare one cash box for each staffed payment point and keep spare cash register rolls on hand. Test the payment terminal and calculator before opening, and bring a laptop and printer if you are printing inventory or price information on site.
Count mugs, glasses, pastry plates, teaspoons, trays and serving tongs against your expected number of volunteers and visitors. Put drinks in a separate refreshment area so queues at the payment table do not block access.
Use plastic crates or boxes to move sorted books and pack leftovers at closing. If the boxes are heavy, arrange a hand truck before setup rather than trying to carry them one by one.

Frequently asked questions

What do I need for a book fair besides books?: You need display furniture, price labels, writing supplies, payment equipment, packing crates and refreshment supplies. For a small fair, start with at least one payment point, one cash box, a payment terminal, a calculator and enough tables for each browsing section.
How many tables do I need for a book fair?: Plan roughly one six-foot table for every 100 to 150 books displayed flat, then add separate tables for payments, refreshments and registration if needed. Use bookshelves, book carts or crates when books will be displayed upright.
How many price stickers should I buy for a book sale?: Buy one sticker per book and add at least 10% extra. A fair with 800 books should therefore have about 880 stickers, plus several markers and pens for corrections or replacement labels.
When should I prepare the book fair supplies?: Check the shopping list and test the payment equipment at least 3 to 5 days before the fair. Pack labels, cash register rolls, stationery and display supplies into separate boxes the day before setup so volunteers can find them quickly.

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