What to buy and bring for a book fair

A book fair needs more than boxes of books and tables. You will need clear pricing, reliable payment equipment, labels, route signs, lighting and a simple refreshment setup for visitors and volunteers. Plan seating and display furniture around the number of vendors, then check power access before bringing coffee machines, kettles or card machines. This shopping list covers the practical items that are easy to overlook until setup day.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 18
Chairsqty 24
Bookshelvesqty 6
Book cartsqty 4
Stoolsqty 4
Tablecloth racksqty 2

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Teaspoonsqty 60
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Card machinesqty 2
Power stripsqty 6
Extension cordsqty 6
Handheld scannersqty 2
Handheld microphone
Speakersqty 2

Decorations

Route signsqty 8
Information boardsqty 6
Price sign holdersqty 30
Buntingqty 6
Tableclothsqty 18

Lighting

LED lampsqty 8
Outdoor lightingqty 4

Kitchen

Thermos flasksqty 6
Pouring jugsqty 4
Serving traysqty 6
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 4
Measuring cupsqty 2
Washing-up basinsqty 6
Reusable serving traysqty 4

Catering

Cash registersqty 2
Cash boxesqty 2
Change boxesqty 4
Coffee filtersqty 2
Book bagsqty 100
Cardboard carry boxesqty 40
Receipt rollsqty 12
Wristbandsqty 150
Groceries
- Coffee beans - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Paper napkins - 500 pieces
- Sugar waffles - 100 pieces
- Mini muffins - 100 pieces
- Cookies - 8 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 6 kilos
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Baguettes - 12 pieces
- Hummus - 8 tubs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Paper plates - 200 pcs
- Wooden forks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Paper towels - 12 packs
- Bandages - 2 boxes
- AA batteries - 12 pieces
- AAA batteries - 12 pieces

Office

Sticky notesqty 500
Permanent markersqty 24
Ballpoint pensqty 24
Notepadsqty 6
Price listsqty 30
Registration formsqty 100
Rolls of tapeqty 8
Scissorsqty 6
Staplersqty 4
Staple boxesqty 8
Rope rollsqty 4
Clipboardsqty 8
Labelsqty 1000

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 4
Bucketsqty 4
Waste binsqty 8
Trash bag holdersqty 8
Hand soap dispensersqty 4
Toilet brushesqty 4
Towel dispensersqty 4
Microfiber clothsqty 20
Dustpan and brushqty 2

Other

Book cratesqty 60
Hand trucksqty 3
Ratchet strapsqty 8
Umbrellasqty 6
Cable tiesqty 100
Tool casesqty 2

Tips

Allow one foldable table per vendor space, plus at least one extra table for registration, information or refreshments. Bring tablecloths and price sign holders so every stall is readable from the aisle.
Prepare one inventory label for each book crate or stock group, and keep spare labels and markers with the checkout supplies. Sorting books before doors open is faster when crates are clearly marked by category or vendor.
If you accept card payments, bring a card machine, power strips and extension cords, and test every connection before vendors arrive. Keep a petty-cash float separate and count it before opening and after closing.
For coffee and tea, provide roughly one cup per expected serving during the busiest period, plus extra cups, teaspoons and serving trays. Thermos flasks and pouring jugs help keep the refreshment table moving without a queue around the coffee machines.
Do not leave lighting and wayfinding until the morning of the fair. Pack route signs, information boards, LED lamps and outdoor lighting together, and check that signs remain visible from the entrance and along the walking route.

Frequently asked questions

What supplies do I need for a book fair?: Plan for display furniture, price labels and holders, inventory labels, payment equipment, power leads, route signs and basic refreshments. For a small fair, allow at least one table per vendor and one extra table for information or drinks.
How many tables do I need for a book fair?: Start with one foldable table per vendor or selling space, then add 1–2 tables for registration, refreshments and checkout. Confirm the final number after registrations close, ideally at least 7 days before the fair.
How much coffee should I buy for a book fair?: Allow around 2 cups per expected visitor or volunteer who may use the refreshment station during the main service period. Add 10–15% extra cups, teaspoons and drink supplies so a busy first hour does not empty the table.
What should I bring for book fair payments?: Bring a tested card machine, charging or power equipment, and a separate cash float. Check the payment method and power outlets at least 1 day before setup, then count the cash before opening and after closing.

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