What you need for a book fair

A book fair needs more than books and tables. You’ll need a clear way to display stock, number each booth, take payments, serve refreshments and keep the site usable if the weather changes. Plan equipment by seller and visitor numbers: one numbered sign and a workable display area per booth, plus spare power, lighting and serving supplies. This list covers the practical items people often remember only after setup has started.

Organize this event for free with Lizzt

What to bring

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

Furniture

Market tablesqty 24
Folding chairsqty 20
Party tentsqty 4
Market tablesqty 4
Stoolsqty 4
Book cratesqty 30
High tablesqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Power stripsqty 4
Extension cordsqty 4
Card machinesqty 2
Cash boxesqty 4
Calculatorsqty 4
Power banksqty 4

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Teaspoonsqty 80
Platesqty 80
Serving tongsqty 4

Kitchen

Thermos flasksqty 6
Water jugsqty 4
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Waste binsqty 6

Decorations

Booth number signsqty 24
Price tagsqty 500
Directional signsqty 8
Registration formsqty 100
Information boardsqty 4
Adhesive tapeqty 8
Ropeqty 2
Markersqty 12
Clampsqty 40
Clipboardsqty 6
Ballpoint pensqty 24
Notepadsqty 6
Cash formsqty 100

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 8 bags
- Stir sticks - 250 pieces
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Butter cookies - 8 packs
- Speculaas - 6 packs
- Apple pie slices - 60 pieces
- Mini muffins - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 4 bags
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Sandwich rolls - 60 pieces
- Young cheese - 2 kilos
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Tomatoes - 3 kilos
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Cleaning wipes - 4 packs
- Hand sanitizer - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper bags - 300 pieces
- Cardboard snack trays - 200 pieces

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Spongesqty 6
Rubber glovesqty 6

Safety

First aid kits
Flashlightsqty 4
Barrier tapeqty 2
Cable matsqty 4

Tips

Allow one market table or equivalent display space per seller, then keep at least one spare table available for registration, refreshments or last-minute stock. Book crates and stools help sellers create different display levels without placing books on the floor.
Prepare one price-tag set per seller and number every booth before vendors arrive. Keep registration forms, directional signs and booth numbers together so visitors can find sellers without asking staff repeatedly.
Check power requirements at least 24 hours before the fair. Count coffee machines, kettles, card machines and LED lamps, then bring enough extension cords and power strips for the actual layout rather than relying on one wall socket.
For a four-hour fair, plan roughly two drinks per visitor during the first hour if coffee and tea are included, then about one drink per person for each following hour. Set out reusable cups, teaspoons, serving trays and thermos flasks before doors open.
Have payment and weather backups ready the day before. Test every card machine, prepare cash in small denominations, and keep coolers, party tents and lighting available if sellers need protection or the event runs into darker conditions.

Frequently asked questions

What tables do I need for a book fair?: Plan for at least one market table or comparable display surface per seller, plus one table for registration or refreshments. Keep one extra table available for late stock, payment issues or a change in the layout.
How many book crates should I buy for a book fair?: Start with two to four book crates per seller if books will be displayed upright or sorted by category. Add more when sellers bring large stock, but leave clear walking space so crates do not block entrances or aisles.
How much coffee and tea do I need for a book fair?: For a four-hour fair, estimate about two drinks per visitor in the first hour and one drink per visitor per hour afterward. Add roughly 10% extra cups and hot-water capacity for spills, repeat servings and volunteers.
What should I prepare the day before a book fair?: Test card machines and lighting, label booth numbers and price tags, check extension cords, and prepare cash at least 24 hours in advance. Confirm the table layout and weather plan before vendors begin arriving.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.