What to Buy for a Book Fair

A book fair needs more than books and tables. You’ll need sturdy boxes for donations and transport, clear pricing supplies, a reliable checkout setup and enough furniture for browsing without blocking the room. Refreshments also require their own cups, glasses, plates and serving equipment. Use the shopping list below as your purchasing checklist, then confirm quantities after you know the venue layout, expected attendance and number of volunteers.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 40
Cash desk tableqty 2
Bookshelvesqty 6
Foldable tablesqty 4
High tablesqty 4
Stoolsqty 8
Cloth for kids' corner
Storage cabinetqty 2
Book boxesqty 80
Carrying cratesqty 20

Tableware

Coffee cupsqty 80
Tea glassesqty 60
Water glassesqty 60
Platesqty 80
Cake platesqty 60
Cutlery setsqty 60
Serving spoonsqty 6
Serving jugsqty 6
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Power stripsqty 8
Extension cordsqty 8
Calculatorsqty 3
Card machinesqty 2
Label printersqty 2
Handheld microphone

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 8
Tongsqty 6
Measuring cupsqty 3
Thermos flasksqty 8
Waste binsqty 8

Decorations

Book tableclothsqty 18
Color postersqty 20
Welcome sign
Directional signsqty 12
Prize card holdersqty 40
Buntingqty 6
Table décorqty 12
Chalkboardsqty 10

Lighting

LED lampsqty 10
String lightsqty 6
Batteriesqty 24

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mop setsqty 2
Bucketsqty 4
Cleaning clothsqty 30
Washing-up tubsqty 3
Drying racksqty 3

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea bags - 200 pieces
- Herbal tea bags - 100 pieces
- Green tea bags - 100 pieces
- Cocoa powder - 1 kilogram
- Sugar - 3 kilograms
- Sugar substitutes - 500 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 20 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilograms
- Ice cubes - 10 kilograms
- Butter - 1 kilogram
- Bread rolls - 80 pieces
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Croissants - 40 pieces
- Currant buns - 40 pieces
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Egg salad - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Chocolate sprinkles - 2 packs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Popcorn - 4 kilogram
- Assorted cookies - 8 kilograms
- Speculaas - 4 kilogram
- Sirup waffles - 6 packs
- Brownies - 60
- Apple pie - 6 pies
- Cream puffs - 80 pieces
- Muffins - 60 pieces
- Fruit skewers - 60 pieces
- Bananas - 5 kilograms
- Apples - 5 kilograms
- Grapes - 4 kilograms
- Mandarins - 4 kilogram
- Mixed nuts - 2 kilograms
- Raisins - 2 kilograms
- Gluten-free crackers - 6 packs
- Gluten-free cookies - 6 packs
- Vegan toppings - 2 kilogram
- Vegan muffins - 30 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Paper napkins - 1000 pieces
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Paper straws - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Dishwasher tablets - 60 pieces
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Hand sanitizer - 6 bottles
- Tissues - 12 boxes

Tips

Plan at least one book box or carrying crate for every 30–40 books you expect to move. Keep a few empty containers available for sorted donations and books that are not suitable for sale.
Allow one sales table for each main book category, plus a separate cash desk table. Leave a clear route between tables so visitors can browse while volunteers carry boxes.
Prepare one price label or printed price sheet for every table or genre, and keep spare labels for books repriced after sorting. A calculator and card machine should stay at the checkout.
For refreshments, count one coffee cup, tea glass, water glass and plate per expected guest, then add 10–15% spare items. Serving jugs and trays prevent repeated trips between the kitchen and tables.
Check power needs at least one week before the fair. Count coffee machines, kettles, refrigerators and card machines together, then bring enough power strips and extension cords without overloading a single outlet.

Frequently asked questions

How many tables do I need for a book fair?: Start with one table per major genre or sales section, plus one separate cash desk table. For a small fair, 6–8 tables usually gives enough browsing space for roughly 100–200 books; adjust after drawing the floor plan.
How many book boxes should I buy for a book fair?: Allow one box or carrying crate for every 30–40 books, depending on their size and weight. For 300 books, prepare at least 8–10 containers, with two extra for unsorted donations and transport.
How much change do I need at a book fair?: Prepare enough small notes and coins to make change for the first 20–30 cash purchases. Keep the float at the cash desk and record every sale; do not mix it with donation money or volunteer expenses.
How many cups and plates do I need for a book fair?: Use the expected attendance as your base quantity and add 10–15% spare tableware. For 80 guests, prepare about 90 coffee cups, tea glasses, water glasses and plates, unless refreshments are served in separate time slots.

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