What You Need for a Book Swap Fair
A book swap fair needs more than tables and books. You will need clear category cards, labels, exchange vouchers and directional signs so visitors can move from check-in to browsing and swapping without confusion. Plan coffee, tea, cold drinks and serving items around your registration numbers, then add a small buffer for late arrivals. This shopping list also covers the easy-to-miss setup items, such as extension cords, power strips and lighting for the exchange desk.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 50
- Information desk
- Bookshelvesqty 6
- Dressing tablesqty 2
Equipment
- Laptop
- Printer
- Extension cordsqty 4
- Power stripsqty 4
- Book scanner
Tableware
- Coffee cupsqty 60
- Glassesqty 60
- Platesqty 60
- Teaspoonsqty 60
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 3
- Serving plattersqty 8
- Serving spoonsqty 8
- Cutting boardsqty 2
- Bread knivesqty 2
Decorations
- Book category cardsqty 12
- Tableclothsqty 12
- Buntingqty 4
- Plantsqty 6
- Directional signsqty 10
- Directional signsqty 8
- Table décorqty 12
Lighting
- LED lampsqty 8
- String lightsqty 4
Catering
- Pitchersqty 4
- Sugar bowlsqty 4
- Milk jugsqty 4
- Bread basketsqty 4
- Name card holdersqty 20
- Groceries
- Coffee - 3 packs
- Tea bags - 2 boxes
- Decaf coffee - 1 pack
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Stir sticks - 200 pieces
- Paper napkins - 300 pieces
- Mini cheese rolls - 100 pieces
- Mini vegetable sandwiches - 100 pieces
- Hummus - 4 tubs
- Cucumber - 4 pieces
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 4 bags
- Cookies - 8 packs
- Gluten-free cookies - 2 packs
- Vegan cookies - 2 packs
- Coffee creamer - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 6 pieces
- Rubber gloves - 4 pairs
- Toilet freshener - 2 pieces
Paper goods
- Vouchersqty 500
- Book labelsqty 600
- Registration formsqty 150
- Program flyersqty 200
- Pensqty 30
- Color markersqty 24
- Notepadsqty 10
- Sticky notesqty 20
- Printer paperqty 2
- Tapeqty 8
- Painter's tapeqty 6
- Staplersqty 3
- Scissorsqty 6
- Bindersqty 6
Cleaning
- Bucketsqty 3
- Mopsqty 3
- Broomsqty 2
- Trash binsqty 6
- Hand soap dispensersqty 4
- Towel rollsqty 4
Transport
- Book boxesqty 40
- Cratesqty 20
- Transport cartsqty 3
Tips
- Prepare 10–15% more cups, glasses and plates than your registration count. People often take a second drink, and a small reserve prevents a shortage during the busiest hour.
- Print book labels and category cards at least 2 days before the fair. Keep 10% extra labels and a spare set of signs in case books are added or a sign is damaged.
- For coffee and tea, allow 2 drinks per person during the first hour, then 1 drink per person for each additional hour. Prepare the first batch before doors open and keep hot drinks in thermos flasks.
- Check the power plan before bringing in the coffee maker, kettles, laptop and printer. Use power strips and extension cords only where they cannot cross visitor routes, and test every device before setup.
- Buy or gather serving platters, serving spoons, cutting boards and bread knives at least 1 day in advance. These are easy to overlook when catering arrives, especially if food is ordered rather than prepared on site.
Frequently asked questions
- What should I buy for a book swap fair?
- Plan for book labels, category cards, exchange vouchers, directional signs and table coverings, plus drinks and serving items. You may also need extension cords, power strips, LED lamps and equipment for the check-in and exchange desks.
- How many cups and glasses do I need for a book swap?
- Allow 1.1 to 1.25 cups or glasses per registered guest for a short fair, depending on whether drinks are served throughout the event. For 50 guests, that means at least 55–63 pieces, with extra stock if reusable tableware is not washed during the event.
- How much coffee and tea should I buy for a book swap fair?
- Allow 2 drinks per person for the first hour and 1 additional drink per person for every later hour. For 50 guests at a 2-hour fair, plan for about 150 hot drinks in total, split between coffee and tea according to your registration preferences.
- When should I prepare the book swap supplies?
- Finish printing, labelling and shopping at least 2 days before the fair. Chill cold drinks and test the printer, laptop, coffee maker and kettles on the day before, leaving only final setup and fresh catering for the event day.
Plans a lot like this one
Start this plan in Lizzt
Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.
Organize this event for free with LizztOrganize for free and invite your contacts!