What you need for a book presentation

A book presentation needs more than copies of the book and a table. You will need a clear setup for the talk, a separate place to display and sell books, and enough cups, glasses, plates, and serving equipment for the expected audience. Check presentation equipment early, especially the microphone, speakers, projector, screen, extension cords, and power strips. This shopping list also covers the details that are easy to arrange too late, such as name badges, printed materials, chilled drinks, and catering supplies.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Tablecloth tablesqty 2
Bookcase
Stoolsqty 4

Tableware

Coffee cupsqty 90
Water glassesqty 90
Wine glassesqty 80
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 90
Serving utensilsqty 8
Water jugsqty 8

Kitchen

Thermos flasksqty 6
Bowlsqty 12
Serving traysqty 6
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2

Equipment

Laptop
Projector
Projection screen
Microphoneqty 2
Speakersqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Decorations

Tableclothqty 10
Book presentation board
Welcome sign
Flower arrangementsqty 4
Name badge holdersqty 6
Pen setsqty 4
Notice boardsqty 2

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Presentation

Book copiesqty 100
Bookmarksqty 100
Payment terminal
Cash box

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 12 bottles
- Pilsner - 36 bottles
- Dry white wine - 8 bottles
- Rosé - 4 bottles
- Red wine - 4 bottles
- Snack mix - 3 bags
- Plain chips - 3 bags
- Paprika chips - 3 bags
- Salted peanuts - 2 bags
- Unsalted nuts - 2 bags
- Olives - 4 jars
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Baby carrots - 2 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Baguettes - 12 pieces
- Whole grain baguettes - 6 pieces
- Gluten-free crackers - 4 packs
- Rice crackers - 4 packs
- Butter - 500 grams
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Cookies - 8 packs
- Brownies - 6 boxes
- Vegan brownies - 2 boxes
- Gluten-free cookies - 3 packs
- Paper napkins - 200 pieces
- Coffee filters - 1 pack
- Ice cubes - 10 kilos
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Cleaning wipes - 2 packs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Prepare at least one book copy for every expected guest, plus a small reserve for last-minute attendees and sales. Keep the reserve separate from the display stock so the book table stays tidy.
For drinks, plan two to three servings per person for the first hour, then adjust for the length of the programme. Chill drinks before the venue opens and provide water in jugs as well as individual glasses.
Match tableware to the menu: allow one plate, fork, and cup or glass per guest, plus roughly 10% extra. Add serving cutlery, trays, bowls, coffee spoons, and thermos flasks rather than relying on the venue to provide them.
Test the laptop, projector, screen, microphone, speakers, presentation clicker, extension cords, and power strips before guests arrive. Bring a backup copy of the presentation and printed presentation text in case the equipment fails.
Set aside supplies for two distinct areas: the presentation table and the book table. A tablecloth, book presentation sign, bookcase or display surface, name badges, and printed attendance materials prevent a rushed setup in the final 15 minutes.

Frequently asked questions

What do I need to buy for a book presentation?: Plan for books, drinks, catering, tableware, name badges, printed materials, and presentation equipment. For every expected guest, allow one seat, one plate, one cup or glass, and about 10% extra tableware.
How many books should I bring to a book launch?: Bring one copy per expected attendee if guests can buy or receive a book, plus 10% to 20% extra. Keep additional copies ready but separate from the main display so the table remains presentable.
How much food and drink do I need for a book presentation?: For the first hour, plan two to three drinks per person and at least one serving of food per guest. Add around 10% extra portions for late arrivals and guests with larger appetites.
When should I test the equipment for a book presentation?: Test the laptop, projector, screen, microphone, speakers, clicker, cables, and power connections at least one day beforehand. Run the complete presentation again at the venue before guests arrive, allowing 30 to 45 minutes for troubleshooting.

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