Book presentation checklist: everything to arrange

A book presentation needs more than an author, a room and a stack of books. You need to coordinate the programme, speaker, invitations, registrations, presentation files, catering and sales before guests arrive. This checklist follows the work from the first decisions through opening the venue and setting up the presentation table. It also covers details that are easy to leave until the last minute, such as payment options, dietary requirements, microphone testing and where to place the books.

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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
Reserve venue
Confirm author and speaker
Order book stock
Draft invitations
2 people
Send invitations
2 people
Send press invitation
Process registrations
Collect dietary requirements
Publish the program online
Prepare book sales
2 people
Check payment options
Collect presentation files
Test the equipment
2 people
Confirm registrations
Determine catering quantities
Check books and materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare the books
2 people
Pick up venue keys
Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up the presentation table
2 people
Set up book table
2 people
Set up registration desk
2 people
Set up the catering table
3 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Hang up decorations
2 people
Connect the technical equipment
2 people
Test presentation
2 people
Brief the team
3 people

Event

Staff the registration desk
2 people
Welcome guests
3 people
Serve welcome drinks
2 people
Announce the program
Introduce the author
Lead the book presentation
Pass around the microphone
Collect audience questions
Refill drinks
2 people
Refill snacks
2 people
Sell books
2 people
Have books signed
2 people
Guide the photo moment
See off guests
3 people

Aftercare

Count remaining books
2 people
Collect tableware
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Disconnect equipment
2 people
Remove decorations
2 people
Wash dishes
3 people
Clean the room
3 people
Pack supplies
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Store leftover books
Settle expenses and sales
Send thank-you message

What to bring

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

Furniture

Chairsqty 85
Tablesqty 10
Tableclothsqty 10
Stoolsqty 4
Bookshelvesqty 2

Tableware

Coffee cupsqty 90
Glassesqty 90
Platesqty 90
Forksqty 90
Spoonsqty 90
Pitchersqty 8
Serving plattersqty 8

Equipment

Wireless microphonesqty 2
Speakersqty 2
Laptop
Projection screen
Projector
Extension cordsqty 4
Power stripsqty 4
Cable matsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 6

Decorations

Book postersqty 6
Table decorationsqty 10
Flower arrangementsqty 4
Directional signsqty 6

Lighting

LED lampsqty 6
String lightsqty 4

Catering

Groceries

Book sales

Booksqty 100
Payment terminal
Cash box
Price tagsqty 4
Book bagsqty 100

Registration

Attendance listsqty 4
Name stickersqty 100
Ballpoint pensqty 20
Program cardsqty 100
Clipboardsqty 4

Presentation

Speaker table
Bookmarksqty 150
Notepadsqty 20
Pens for signingqty 12
Presentation remote

Cleaning

Hand broomsqty 2
Trash binsqty 6
Mop setsqty 2
Cleaning glovesqty 6

Tips

Confirm the author, speaker and programme before sending invitations. Guests should know the start time, programme structure and whether books can be bought at the event.
Order the book stock early enough to check every copy before the presentation. Keep a small buffer beyond the expected number of buyers and decide where the books will be displayed and signed.
Close registration with enough time to collect dietary requirements and confirm attendance. Use the final count to determine catering quantities, seating and the number of cups, glasses and plates needed.
Test the laptop, presentation files, projector, screen, speakers and wireless microphones at the venue, not only at home. Check extension cords, power strips and cable covers before guests enter.
On the event day, collect the keys, open the venue and inspect each room before setting up. Arrange tables and chairs first, then prepare the presentation table, books, drinks, coffee equipment and decorations.

Frequently asked questions

How far in advance should I plan a book presentation?: Start planning at least 6 to 8 weeks before the event. That gives you time to reserve the venue, confirm the author and speaker, order books, send invitations and process registrations.
How many books should I order for a book presentation?: Use confirmed registrations as your starting point and add a buffer of about 10% to 20% for extra buyers. Check the delivery and inspect the stock several days before the event.
When should I send invitations for a book presentation?: Send the main invitations about 4 to 6 weeks before the event, followed by a confirmation once registrations are processed. Send the press invitation early enough for media contacts to plan, usually at least 2 to 3 weeks ahead.
How early should I test the equipment at the venue?: Test the full setup at least one day before the presentation whenever possible. On the event day, repeat a short check 60 to 90 minutes before guests arrive, including microphones, sound, projection and presentation files.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.