What you need for a book presentation

A book presentation needs more than copies of the book and a table for the speaker. You need a clear sales setup, working presentation equipment, drinks and serving ware, and enough seating for the audience. Use the quantities in your guest list to scale the shopping list: plan one seat and one drinking glass per expected guest, then add a small reserve. Check anything borrowed or rented at least one day before the event.

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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
- Coffee - 4 packs
- Tea assortment - 6 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilogram
- Sparkling water - 8 bottles
- Still water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- White wine - 8 bottles
- Red wine - 5 bottles
- Alcohol-free beer - 3 cases
- Beer - 3 crates
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 3 bags
- Olives - 4 jars
- Grapes - 4 kilograms
- Apples - 5 kilograms
- Baby carrots - 3 kilograms
- Cucumber - 4 pieces
- Cherry tomatoes - 3 kilograms
- Hummus - 8 tubs
- Cream cheese - 2 kilograms
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Baguettes - 12 pieces
- Crackers - 8 packs
- Mini quiches - 120 pieces
- Vegetarian wraps - 80 pieces
- Vegan wraps - 40 pieces
- Cookies - 6 packs
- Brownies - 80 pieces
- Cake - 3 pieces
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Stirrers - 150 pieces
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 6 pieces
- Hand soap - 4 bottles
- Paper towels - 6 packs

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

Order the book stock as soon as registrations give you a reliable estimate. Add a small buffer rather than waiting until the final week, because late copies can delay the sales table.
Plan one cup or glass per guest for the first serving round, plus roughly 10% extra. For coffee and tea, allow one hot drink per guest and keep a second brewing option available for a larger audience.
Match the presentation setup to the room before buying or borrowing anything. Test the laptop, beamer, screen, microphones, speakers, extension cords and power strips together at least 24 hours beforehand.
Prepare the book sales table with the books, book posters and payment options in one place. Keep a separate area for sold copies and check the payment method before doors open, not during the first sale.
Buy or collect serving items early enough to wash and arrange them before guests arrive. Count plates, forks, spoons, pitchers and serving platters against the catering quantity, with at least 10% spare where possible.

Frequently asked questions

How many books should I order for a book presentation?: Use the number of confirmed attendees as your starting point, then add around 10% extra copies. If 50 people are registered, prepare about 55 books, unless you already have reliable sales data for this audience.
How many drinks do I need for a book launch?: For a presentation of up to two hours, plan two drinks per guest: one during arrival and one after or during the presentation. For 50 guests, that means about 100 servings, with water available throughout.
How many chairs should I prepare for a book presentation?: Set out one chair per confirmed guest and add 5 to 10 spare chairs if the room allows it. For 50 registrations, prepare 55 to 60 seats, especially if late arrivals are likely.
When should I test the equipment for a book presentation?: Test the laptop, presentation files, beamer, screen, microphones and speakers at least 24 hours before the event. Repeat a quick sound and image check 60 minutes before guests arrive.

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