What to buy for a book fair

A book fair needs more than tables and boxes for books. You also need a clear way to display prices, direct visitors, identify vendors, take payments, and keep refreshments moving. Plan supplies around the number of vendors, tables, and expected visitors rather than buying one generic set. Check power access early for coffee machines and kettles, and arrange change, pens, tape, and spare price tags before setup day.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 30
Tableclothsqty 18
Book cratesqty 30
Clothes racksqty 2

Equipment

Cash register
Calculatorsqty 3
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Flashlightsqty 4

Tableware

Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving tongsqty 4

Decorations

Book fair postersqty 20
Directional signsqty 12
Table numbersqty 18
Name badgesqty 40
Price tagsqty 300
Information boardsqty 6

Office

Pen setsqty 6
Markersqty 12
Rolls of tapeqty 8
Apronsqty 6

Catering

Coffee thermosesqty 4
Drink dispensersqty 2
Ice packsqty 12
Cash tray insertsqty 3
Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 10 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Stir sticks - 200 pieces
- Paper napkins - 300 pieces
- Sugar sachets - 200 pieces
- Honey - 1 jar
- Teaspoons - 50 pieces
- Butter - 500 grams
- Mini croissants - 60 pieces
- Mini currant buns - 50 pieces
- Mini muffins - 50 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Snack nuts - 3 bags
- Wholegrain crackers - 4 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 2 kilograms
- Vegetarian spreads - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilograms
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Plastic storage containers - 12 pieces
- Ice cubes - 10 kilograms
- Trash bags - 50 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Hand soap - 4 bottles

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 20
Hand soap dispensersqty 3

Tips

Allow one table covering, table number, and information area for each vendor table, plus a few spare price tags and markers for last-minute changes.
Prepare at least one book crate or sturdy display container per active table, and check every box before vendors arrive so damaged or damp containers do not slow setup.
For payment, provide one cash register, two calculators, several pen sets, and enough small-denomination change for the first few sales; do not leave cash preparation until opening time.
Match coffee cups, glasses, plates, and cutlery to your expected visitor count, then add roughly 10% spare pieces so a busy first hour does not stop service.
Count extension cords and power strips against the venue layout before the day itself. Keep flashlights available for setup, takedown, or poorly lit corners, and use directional signs at every important turn.

Frequently asked questions

What supplies do I need for a book fair?: Plan furniture for each vendor area, including tables, chairs, tablecloths, and book crates. Add price tags, markers, tape, vendor name badges, directional signs, a cash register, calculators, change, and refreshment equipment such as coffee machines, kettles, cups, and thermoses.
How many tables do I need for a book fair?: Start with one table per vendor or assigned selling area, then add at least 10% spare capacity if the venue allows it. Leave clear walking space between rows rather than filling every available section with tables.
How much change should I prepare for a book fair?: Prepare change for the first 20 to 30 transactions per cash point, using a mix of coins and small notes suited to your prices. Recount the cash register before vendors arrive and keep replacement change separate from sales money.
When should I buy book fair supplies?: Buy reusable equipment and printed signs at least 2 to 3 weeks before the fair. Order or prepare price tags, name badges, vendor lists, programs, and other final-count materials 3 to 5 days before setup, when registrations are stable.

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