What to Buy for a Book Fair

A book fair needs more than donated books and a few tables. You will need a clear way to display different types of books, label prices, take payments and guide visitors through the room. Refreshments, lighting and cleaning supplies are easy to overlook when you are focused on sorting the collection. Use this shopping list alongside your floor plan and volunteer schedule, then check power, cash handling and signage before the venue opens.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 24
Book cratesqty 20
Bookendsqty 30
Clothing rack

Equipment

Cash register
Payment terminal
Cash box
Coffee makerqty 2
Extension cordsqty 4
Power stripsqty 4
Handheld microphone

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Thermos flasksqty 4

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4

Decorations

Book market banner
Price sign holdersqty 20
Directional signsqty 8
Tableclothsqty 12
Chalkboardsqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 3 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Sugar - 2 kilograms
- Mints - 1 box
- Spa Blauw - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemonade syrup - 2 bottles
- Paper straws - 100 pieces
- Butter - 2 tubs
- Young cheese - 2 kilograms
- Back ham - 1 kilogram
- Hummus - 6 tubs
- Sandwiches - 100 pieces
- Gluten-free rolls - 10 pieces
- Cucumber - 6 pieces
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Syrup waffles - 8 packs
- Mini currant buns - 6 bags
- Apples - 5 kilograms
- Bananas - 3 kilograms
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls

Tips

Plan at least one table or book crate for each main category, and keep spare display space for late donations or books that still need sorting. Bookends help keep upright rows stable when visitors browse.
Prepare price sign holders and directional signs before setup day. Bring enough price labels for every priced group, plus a few blank signs for last-minute changes.
For payments, provide a cash register, payment terminal and cash box, then test the terminal and extension cords at least one day before the fair. Keep a small float in the cash box rather than relying on change from sales.
Allow roughly two to three drinks per person during the first hour if refreshments are served. Reusable cups, thermos flasks, serving platters and cutting boards should be ready before volunteers begin unpacking books.
Check the room after the floor plan is marked out and bring lighting, power strips and extension cords accordingly. Keep a broom, dustpan, bucket and mop available for spills, packaging and tracked-in dirt.

Frequently asked questions

What do I need to set up a book fair?: You need display furniture such as tables, book crates, bookends and, where useful, a clothing rack. Add price signs, directional signs, payment equipment, lighting, refreshments and cleaning supplies before opening day.
How many tables do I need for a book fair?: Start with one table for each main book category and add space for registration and payment. Leave about 90 centimetres of aisle width so visitors can browse without blocking the room.
How much change should I prepare for a book fair?: Prepare enough small notes and coins to handle the first 10 to 20 cash sales, adjusted to your prices. Count and record the cash float before volunteers arrive, and keep it in the cash box.
When should I buy supplies for a book fair?: Buy or collect non-perishable supplies at least one week beforehand, including signs, labels, tablecloths and cleaning equipment. Test payment devices and check extension cords at least 24 hours before opening.

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