Book Festival Checklist

A book festival has several moving parts: authors, speaking rooms, book tables, registrations, catering and technical equipment. Start with the date and programme, then secure speakers, rooms and suppliers before promoting the event. In the final week, confirm dietary requirements, collect books and materials, print the programme and brief volunteers. This checklist covers the practical steps and supplies needed to keep sessions, sales tables and visitor flow running smoothly.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Confirm authors and speakers
2 people
Reserve the venue and rooms
Book catering
Reserve equipment
Check permits
Create venue map
2 people
Send invitations
2 people
Post promotion online
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Publish the program online
Collect author information
2 people
Arrange the book tables
2 people
Set up the speaking rooms
2 people
Schedule volunteers
2 people
Print the run sheet
Prepare name badges
2 people
Print program booklets
2 people
Create signage
2 people
Check materials
2 people
Check the shopping list
Do the shopping
3 people
Collect books and materials
2 people
Clean rooms
3 people
Set out furniture
4 people
Set up book tables
4 people
Set up chairs
4 people
Set up the information desk
2 people
Display books
5 people
Set up the authors' desk
2 people
Hang up decorations
3 people
Set up signage
2 people
Connect the technical equipment
2 people
Test microphones
2 people
Set up coffee station
3 people
Chill drinks
2 people
Set out snacks
3 people

Event

Staff the registration table
2 people
Welcome visitors
4 people
Hand out program booklets
2 people
Support authors
2 people
Support booksellers
2 people
Operating the cash register
2 people
Announce the speakers
Host lectures
2 people
Facilitate interviews
2 people
Supervise children's activity
3 people
Guide book presentations
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Announce program items
Answer visitor questions
2 people
Carry out the final sales round
2 people
See off authors
2 people
Guide visitors to the exit
2 people

Aftercare

Sort books and materials
4 people
Return books
2 people
Wash dishes
3 people
Dismantle furniture
4 people
Disconnect equipment
2 people
Clean the venue
4 people
Dispose of waste
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 180
High tablesqty 8
Tableclothsqty 18
Bookshelvesqty 6
Stoolsqty 12
Clothing rackqty 2

Tableware

Coffee cupsqty 180
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Pouring jugsqty 8
Thermos flasksqty 8

Decorations

Book flagsqty 12
Plantsqty 10
Table décorqty 18
Decorative booksqty 30
Buntingqty 10
Balloonsqty 100
Author nameplatesqty 20
Table numbersqty 20
Directional signsqty 20
Information boardsqty 12
Program postersqty 20

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 8
Payment terminalsqty 2
Cash boxesqty 2
Presentation clickersqty 2
Walkie-talkiesqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Pliersqty 8
Serving spoonsqty 6
Measuring cupsqty 3
Storage binsqty 12
Bottle openersqty 4
Serving traysqty 8

Lighting

Standing lampsqty 6
String lightsqty 8
Desk lampsqty 10

Catering

Napkinsqty 500
Paper cupsqty 250
Paper snack traysqty 250
Water dispensersqty 3
Thermos containersqty 4

Registration

Name badge holdersqty 220
Name badgesqty 220
Pensqty 30
Clipboardsqty 6
Registration formsqty 250
Program bookletsqty 250
Wristbandsqty 250
Receipt rollsqty 10
Change

Cleaning

Waste binsqty 12
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 6

Groceries

Groceries

Tips

Confirm authors, speakers and session times before publishing the programme. Collect each author’s name, biography and book details early enough to prepare nameplates, programme booklets and table signage.
Map the venue before invitations go out. Show speaking rooms, registration, book tables, catering, toilets and accessible routes so visitors and volunteers know where to go.
Check microphones, speakers, the mixer, projector and screen at least one day before the festival. Test every room with the laptop and bring extension cords and power strips for the actual layout.
Close registrations several days before the event if possible, then group dietary requirements for the caterer. Prepare badges and a volunteer schedule before the first guests arrive.
Collect books, decorations and printed materials no later than the day before. Count tables, chairs, bookshelves, tablecloths, cups, glasses and serving equipment against the room plan before setup begins.

Frequently asked questions

How far in advance should I organise a book festival?: Start planning at least 8–12 weeks ahead for a small or medium-sized festival. Confirm the date, programme, authors, venue and key suppliers first, then allow several weeks for promotion and registrations.
When should book festival speakers be confirmed?: Aim to confirm authors and speakers 6–8 weeks before the event. This gives you time to collect their information, publish the programme, prepare nameplates and arrange suitable rooms and microphones.
How many volunteers do I need for a book festival?: Plan for at least 1 volunteer at registration, 1 person supporting each active speaking room, and 2 people for book tables or visitor assistance. Add one coordinator for every 8–10 volunteers so questions are handled quickly.
When should I test the equipment for a book festival?: Test microphones, speakers, the mixer, laptop, projector and screen at least 24 hours before opening. Repeat a short sound and presentation check in each room on the day, before the first session starts.

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