What to Buy for a Book Festival

A book festival needs more than books and tables. You will need supplies for author sessions, book displays, registration, catering, signage, and the technical setup in each speaking room. This shopping list helps you check the items people often leave until the final week, including nameplates, printed programs, extension cords, serving equipment, and book flags. Confirm quantities against your registration list, the number of authors, and the rooms in use before you shop.

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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
- Coffee beans - 6 kilo
- Tea bags - 400 pieces
- Black tea - 100 tea bags
- Green tea - 80 bags
- Herbal tea - 80 bags
- Chocolate milk - 12 liters
- Semi-skimmed milk - 24 liters
- Oat milk - 12 liters
- Sugar - 4 kilos
- Sugar substitutes - 500 pieces
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Sparkling water - 24 bottles
- Still water - 36 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Lemons - 30 pieces
- Ice cubes - 20 kilo
- Croissants - 180 pieces
- Mini rolls - 240 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Boiled ham - 3 kilos
- Smoked chicken breast - 2 kilo
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Peanut butter - 2 jars
- Strawberry jam - 3 jars
- Cucumbers - 20 pieces
- Tomatoes - 4 kilos
- Lettuce - 10 heads
- Bell peppers - 20 pieces
- Grapes - 8 kilos
- Apples - 120 pieces
- Bananas - 80 pieces
- Mandarins - 100 pieces
- Carrots - 5 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted crackers - 12 packs
- Whole grain crackers - 10 packs
- Rice cakes - 8 packs
- Nut mix - 5 kilos
- Raisins - 3 kilos
- Cookies - 15 packs
- Brownies - 180 pieces
- Mini muffins - 180 pieces
- Dark chocolate - 4 kilos
- Milk chocolate - 4 kilos
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 jars
- Olive oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Garlic powder - 150 gram
- Paprika powder - 150 grams
- Herb mix - 5 jars
- Diet cookies - 8 packs
- Gluten-free crackers - 6 packs
- Vegan sandwiches - 60 pieces
- Vegan cheese - 1 kilo
- Vegan toppings - 1 kilo
- Paper straws - 300 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Organic Waste Bags - 40 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Tissues - 30 packs

Tips

Plan one author nameplate and one table number for every author or book table, plus a small spare set for last-minute changes. Print them at least two days before the festival so incorrect names can be fixed.
For printed materials, prepare one program booklet and one name badge per registered attendee, then add 10% extra. A festival with 150 registrations therefore needs about 165 booklets and badges.
Count coffee cups, glasses, plates, and cutlery for the busiest service rather than the total attendance. For a 100-person session, have at least 110 place settings and enough serving trays, pouring jugs, and thermos flasks for one full refreshment round.
Check every speaking room for a wireless microphone, speakers, mixer, laptop, projector, and projection screen before opening. Bring at least two extension cords and one power strip per room, with extras available at the registration desk.
Shop for book flags, signage, table décor, and other display materials no later than three days before setup. Keep decorative books, plants, bunting, and balloons separate from sales stock so the book tables remain easy to browse.

Frequently asked questions

How many printed programs do I need for a book festival?: Print one program booklet for each registered attendee and add 10% for walk-ins, damaged copies, and speakers. For 200 registrations, prepare about 220 booklets.
How many name badges should I buy or print for a book festival?: Prepare one badge per registered attendee, author, speaker, volunteer, and organiser, then add 10% spare badges. Finish printing at least two days before the event so registration changes can be included.
What catering supplies are needed for a book festival?: For each guest expected at the busiest service, plan one coffee cup, glass, plate, and cutlery set, plus about 10% extra. For 80 guests, that means roughly 88 of each item, along with serving trays, pouring jugs, and thermos flasks.
When should I buy book festival supplies?: Buy printed materials and display items at least three days before the festival, and check technical equipment 24 hours before doors open. Collect books and any borrowed furniture or equipment early enough to replace missing items before setup.

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