What you need for a book presentation

A book presentation needs more than copies of the book and a table for signing. You will need seating for every registered guest, reliable presentation equipment, serving items for coffee and tea, and clear signs for reception and book sales. This shopping list helps you prepare those supplies without leaving essentials until the last minute. Check quantities against your guest list, speaker setup and catering plan before you buy or borrow anything.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Tablecloth tablesqty 2
Coat racksqty 2
Lectern

Tableware

Coffee cupsqty 60
Water glassesqty 60
Pastry platesqty 60
Forksqty 60
Teaspoonsqty 60
Serving plattersqty 8
Serving utensilsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphone
Speakersqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Catering

Coffee thermosesqty 4
Water jugsqty 6
Coolersqty 3
Groceries
- Coffee beans - 3 bags
- Tea bags - 4 boxes
- Milk - 8 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Sweetener - 1 box
- Spa Blue - 60 bottles
- Spa Rood - 24 small bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free sparkling wine - 8 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Mini cheese sandwiches - 30 pieces
- Mini ham sandwiches - 30 pieces
- Mini hummus sandwiches - 20 pieces
- Egg salad mini sandwiches - 20 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 trays
- Grapes - 4 kilograms
- Apples - 40 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 3 bags
- Olives - 3 jars
- Cheese cubes - 2 kilogram
- Crackers - 6 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Ketchup - 1 bottle
- Cookies - 6 packs
- Apple pie - 4 pies
- Gluten-free cookies - 2 packs
- Vegan pastries - 2 boxes
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Garbage bags - 40 pieces

Decorations

Book display standsqty 4
Flower arrangementsqty 4
Table numbersqty 8
Directional signsqty 6
Name badgesqty 60
Decorative ribbonqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 4
Bottle openersqty 3

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Tips

Plan seating for every confirmed guest, plus two or three spare chairs. Set up a separate table for reception and another for book sales so arrivals and purchases do not block each other.
Test the laptop, projector, screen, HDMI cable, microphone and speakers at least one day before the presentation. Bring extension cables and power strips; a missing adapter or short cable can delay the entire programme.
For the first hour, allow roughly two drinks per person, then one additional drink per person for each further hour. Prepare extra cups and glasses because coffee, tea and water are usually served throughout the event.
Order enough books to cover confirmed sales, speaker copies and signing requests, then keep signing supplies together at the book table. Do not wait until the event day to check delivery quantities or damaged copies.
Prepare one name badge and one printed programme per expected guest, with at least 10% extra. Put directional signs at the entrance, reception desk, presentation room and book table so late arrivals can find their way without interrupting the speaker.

Frequently asked questions

How many chairs do I need for a book presentation?: Provide one chair for every registered guest and add two or three spare chairs. For 40 guests, prepare 42 to 43 chairs, unless the venue already has a fixed layout.
How much coffee and tea should I buy for a book presentation?: Allow about two cups per person during the first hour and one more cup per person for each additional hour. For 30 guests and a two-hour event, plan for roughly 90 hot drinks, plus water.
When should I test the projector and microphone?: Test the complete setup at least one day before the event, then check it again 60 minutes before guests arrive. Run the actual presentation file through the laptop and confirm that every cable and power connection works.
How many books should I order for a book presentation?: Start with the number of confirmed sales, then add copies for the author or speaker and a small reserve for last-minute buyers. Check the final quantity and delivery at least one week before the presentation so replacements can still be arranged.

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