Book Presentation Shopping List
A book presentation needs more than books and a speaker. Plan separate supplies for registration, the book table, refreshments and the presentation area so guests can move through the room easily. For drinks, allow two to three servings per person for the first hour, then add one serving per person for each additional hour. Check book stock early, and test the laptop, projector, microphone and cables before guests arrive.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 55
- Stoolsqty 4
- Tableclothsqty 6
- Clothing rack
Tableware
- Coffee cupsqty 60
- Glassesqty 80
- Platesqty 70
- Cutlery setsqty 70
- Serving plattersqty 8
- Serving utensilsqty 8
- Coffee potsqty 3
- Teapotsqty 3
Equipment
- Laptop
- Projector
- Presentation screen
- Wireless microphone
- Speakerqty 2
- Extension cordsqty 4
- Power stripsqty 3
- HDMI cableqty 2
- Microphone stand
Decorations
- Book postersqty 6
- Welcome sign
- Flower arrangementsqty 3
- Table lampsqty 4
Kitchen
- Coolersqty 3
- Thermos flasksqty 4
- Pitcherqty 2
- Bottle openersqty 2
- Cutting boardsqty 2
- Knivesqty 4
- Serving tongsqty 4
Cleaning
- Bucketsqty 2
- Mopsqty 2
- Broom
- Dustpan and brush
Catering
- Groceries
- Coffee beans - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Still Mineral Water - 40 bottles
- Sparkling mineral water - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Beer - 24 bottles
- Baguettes - 8 pieces
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Hummus - 6 tubs
- Olive tapenade - 3 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mixed nuts - 1.5 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Toast rounds - 8 packs
- Mini pastries - 70 pieces
- Dark chocolate - 6 bars
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Paper stirrers - 100 pieces
- Ice cubes - 10 kilos
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Hand soap - 3 bottles
Tips
- Plan roughly 250–330 ml of drinks per guest for the first hour, plus another 150–250 ml per person for every extra hour. Chill bottled drinks in coolers and keep coffee and tea hot in pots or thermos flasks.
- Use one registration table with a welcome sign and enough cups, pens and payment supplies for the expected guest count. Keep the book table separate so people collecting tickets or checking in do not block purchases.
- For snacks, allow 4–6 small portions per guest for a one-hour presentation. Put food on serving platters with serving utensils, and keep plates, cutlery and napkins at the start of the refreshment area.
- Bring one HDMI cable, one power strip and at least one extension cord even if the venue says equipment is available. Test the laptop, projector, screen, speaker and wireless microphone together rather than checking each item separately.
- Prepare book posters, tablecloths and a well-lit book table before setup begins. Label books and prizes in advance, and confirm payment options no later than the day before the presentation.
Frequently asked questions
- How many drinks do I need for a book presentation?
- Plan two to three drinks per guest for the first hour, then one additional drink per person for every extra hour. For 30 guests, that means about 60–90 drinks for the first hour, depending on drink size and weather.
- How much food should I buy for a book presentation?
- Buy 4–6 small snack portions per guest for a one-hour presentation. For 30 guests, prepare about 120–180 portions, with extra options if dietary requirements are still changing.
- What presentation equipment do I need for a book launch?
- Pack a laptop, projector, presentation screen, speaker, wireless microphone, microphone stand and HDMI cable. Add at least one extension cord and power strip, then test the complete setup on the day before the event.
- When should I buy and prepare supplies for a book presentation?
- Check book stock and confirm dietary requirements at least one week before the event. Buy fresh food and chill drinks one day ahead, and label books, prizes and payment materials before the setup period starts.
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