What to buy for a book fair
A book fair needs more than books and tables. You will need clear genre signs, price stickers, stock lists, bags, a reliable way to take payments and enough change for the first sales. Plan refreshments for volunteers and visitors, plus power and printing supplies for last-minute updates. Use this shopping list alongside your sorted book inventory so you buy quantities based on your expected attendance and the number of titles available.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 24
- Chairsqty 60
- Foldable tablesqty 4
- Cash desk table
- Bookshelvesqty 8
- High tablesqty 4
- Clothes racksqty 2
- Transport cartsqty 4
- Tableclothsqty 24
Books
- Booksqty 1800
- Book boxesqty 80
- Book bagsqty 100
- Bookmarksqty 300
- Genre cardsqty 20
- Price stickersqty 2500
- Inventory listsqty 30
Equipment
- Payment terminalqty 2
- Extension cordsqty 8
- Power stripsqty 8
- Charging stationsqty 2
- Laptopqty 2
- Printer
- Calculatorsqty 4
- Walkie-talkiesqty 4
Tableware
- Coffee potsqty 4
- Teapotsqty 2
- Glassesqty 120
- Coffee cupsqty 80
- Platesqty 80
- Platesqty 100
- Cutlery setsqty 100
- Serving traysqty 8
Kitchen
- Kettlesqty 3
- Coffee machinesqty 3
- Coolersqty 4
- Thermos flasksqty 6
- Cutting boardsqty 4
- Bread knivesqty 4
- Scissorsqty 8
- Kitchen glovesqty 6
Decorations
- Balloonsqty 100
- Buntingqty 8
- Welcome sign
- Directional signsqty 12
- Information boardsqty 8
- Chalkboardsqty 6
- Chalk markersqty 12
- Table displaysqty 24
Lighting
- LED lampsqty 12
- String lightsqty 6
Cleaning
- Waste binsqty 12
- Vacuum cleanerqty 2
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 4
- Cleaning cartsqty 2
- Hand soap dispensersqty 6
Catering
- Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 packs
- Sweetener - 2 boxes
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Multifruit juice - 8 cartons
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Sparkling mineral water - 6 bottles
- Ice cubes - 8 bags
- Stirrers - 500 pieces
- Paper napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Paper cups - 500 pieces
- Paper plates - 400 pcs
- Wooden forks - 400 pieces
- Wooden Spoons - 400 pieces
- Unsalted butter - 2 packs
- Margarine - 2 tubs
- Bake-off rolls - 120 pieces
- Wholemeal rolls - 60 pieces
- White rolls - 60 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 8 tubs
- Cream cheese - 8 tubs
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Chocolate sprinkles - 3 packs
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Popcorn - 6 bags
- Cookies - 12 packs
- Speculaas - 6 packs
- Brownies - 8 boxes
- Mini muffins - 8 boxes
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 1 jar
- Salt - 1 pack
- Olive oil - 1 bottle
- Allergen stickers - 2 sheets
- Plastic gloves - 3 boxes
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Cleaning cloths - 30 pieces
- Scouring sponges - 12 pieces
- Toilet brushes - 4 pieces
- Hand soap - 6 bottles
- Paper towels - 12 packs
Tips
- Prepare at least one price sticker and one inventory entry for every book, then keep 5–10% extra stickers and printed lists for replacements or late donations.
- Allow one book bag for every two to three books you expect to sell, and add at least 20% extra bags for larger purchases and damaged bags.
- For payment, arrange a terminal, a charged laptop if needed, and enough small change for the first two hours. Bring two calculators and printed cash-register forms as a backup.
- Set up one genre card for each book section and print at least two copies of the terms of sale: one at the cash desk and one near the entrance.
- For a four-hour fair, plan roughly one coffee or tea serving per volunteer and visitor who is likely to stay, plus 10% extra cups, glasses and plates. Check power needs before buying extension cords or power strips.
Frequently asked questions
- What supplies do I need for a book fair?
- You need books, boxes, bags, price stickers, inventory lists, genre cards and bookmarks, as well as tables or shelves for display. Add a cash desk, payment terminal, change, calculators, printed sale terms and basic refreshments.
- How many book bags should I buy for a book fair?
- Plan for one bag per two to three books sold, then add at least 20% extra. For example, 300 expected books sold requires about 120–180 bags, depending on book size and average purchase.
- How much change do I need for a book fair?
- Prepare enough small notes and coins to make change for at least the first two hours of sales. Base the amount on your prices, but keep several rolls or bundles of common coin denominations at the cash desk.
- How many price stickers do I need for a book sale?
- Buy or print one sticker for every book, plus 5–10% extra. If you have 800 books, prepare at least 840 stickers so damaged labels and books added after sorting do not slow down setup.
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