What to Buy for a Book Presentation

A book presentation needs more than copies of the book and a signing table. You will need a clear setup for registration, refreshments, the presentation itself and payments, with enough tableware and equipment for the number of guests attending. Use the confirmed registrations to calculate drinks, snacks and seating, then add a small buffer. This list also covers items that are often forgotten until the venue opens, such as extension cords, signs, name badges and a way to keep drinks cold.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Stoolsqty 4
Tableclothsqty 8
Bookcase
Clothing rack

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Wine glassesqty 60
Platesqty 70
Cutlery setsqty 70
Serving boardsqty 6
Serving plattersqty 8

Equipment

Kettlesqty 2
Coffee machinesqty 2
Payment terminal
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3
Accounting folder

Decorations

Book Launch Posterqty 2
Registration signsqty 3
Flower arrangementsqty 4
Name badgesqty 60
Pen setsqty 6

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2

Cleaning

Washing-up bowlsqty 2
Cleaning clothsqty 8
Trash binsqty 4

Lighting

Table lampsqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 120 pieces
- Decaf coffee - 1 pack
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Tap water - 20 liters
- Spa Blauw - 36 bottles
- Spa Rood - 24 small bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Baguettes - 10 pieces
- Whole wheat bread - 5 loaves
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Brie - 1 kilo
- Aged cheese - 1.5 kilos
- Fuet - 1 kilo
- Smoked chicken breast - 750 grams
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 50 pieces
- Pears - 30 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Rice crackers - 4 packs
- Mixed nuts - 1 kilo
- Olives - 1 kilo
- Pickles - 2 jars
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Disinfectant spray - 2 bottles

Tips

Plan for 2–3 drinks per guest during the first hour, then about 1 drink per person per additional hour. Buy a mix of water and other drinks, and chill them before guests arrive.
Allow 1 plate, 1 cutlery set, 1 drinking glass and 1 coffee cup per guest, plus at least 10% extra. Add wine glasses only if wine is part of the serving plan.
Order enough books for expected sales, but confirm the quantity at least 2–3 weeks before the presentation so there is time for delivery. Keep a small reserve for late buyers.
Prepare the book table with a payment terminal, an accounting folder and suitable payment instructions. Test the terminal and bring an extension cord or power strip at least 1 day before the event.
Separate the shopping and setup into three areas: registration, presentation and catering. Prepare signs, name badges, pens, tablecloths and serving utensils before opening the venue, rather than searching for them during guest arrival.

Frequently asked questions

How many drinks do I need for a book presentation?: Plan for 2–3 drinks per guest during the first hour and 1 additional drink per person for each following hour. Add around 10% extra, especially if the event includes a reception or warm weather.
How many books should I order for a book presentation?: Start with the number of expected buyers or registrations and add a reserve of about 10–15%. Place the order 2–3 weeks before the event, or earlier if delivery times are uncertain.
What tableware is needed for a book presentation?: For each guest, prepare 1 plate, 1 cutlery set, 1 drinking glass and 1 coffee cup. Add at least 10% extra, plus wine glasses if wine will be served.
What should I bring for selling books at the event?: Bring the books, a payment terminal, payment instructions, an accounting folder and any required charging equipment. Test the terminal at least 1 day beforehand and bring a backup payment method if possible.

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