What to buy for a book swap fair
A book swap fair needs more than tables and books. You’ll need a clear way to label categories, record exchanges and guide visitors through the room. Plan refreshments for the expected attendance, plus enough stationery, signs and charging equipment for registration and check-in. This shopping list covers the practical items people often remember only after setup has started, including extension cords, tape, name badges and serving equipment.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 30
- Bookshelvesqty 6
- Coat rack
- Waste binsqty 4
Tableware
- Reusable mugsqty 80
- Reusable glassesqty 80
- Platesqty 80
- Teaspoonsqty 40
- Serving spoonsqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 3
- Serving traysqty 6
- Small bowlsqty 12
Equipment
- Laptopqty 2
- Tabletsqty 2
- Chargersqty 6
- Extension cordsqty 4
- Power stripsqty 4
- Label printer
- Printer
Decorations
- Welcome sign
- Directional signsqty 8
- Category cardsqty 12
- Tableclothsqty 10
- Name badgesqty 100
- Pensqty 30
- Tapeqty 6
- Scissorsqty 6
- Color markersqty 24
- Poster puttyqty 6
- Ropeqty 2
- A4 paperqty 3
- A3 paperqty 2
- Vouchersqty 300
- Book labelsqty 500
- Clipboardsqty 6
- Storage boxesqty 12
- Book bagsqty 100
- Cratesqty 20
Catering
- Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Milk - 8 liters
- Oat milk - 3 liters
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Butter - 500 grams
- Whole grain bread - 8 loaves
- White bread - 4 loaves
- Young cheese - 2 kilograms
- Hummus - 8 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Butter cookies - 8 packs
- Oatmeal cookies - 6 packs
- Apples - 5 kilograms
- Grapes - 3 kilograms
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 8 pieces
- Microfiber cloths - 12 pieces
- Dishwasher tablets - 30 pieces
- Hand soap - 4 bottles
- Hand gel - 4 bottles
Cleaning
- Broomqty 2
- Dustpan and brushqty 2
- Mopqty 2
- Bucketsqty 2
- Rubber glovesqty 6
- Clothespinsqty 30
Tips
- Prepare one label or category card for every book section, and bring extra blank labels for books that do not fit neatly into a category.
- Pack enough exchange vouchers and name badges for every registered visitor, plus at least 10% extra for last-minute arrivals or damaged copies.
- For refreshments, allow two reusable mugs or glasses per person if you expect both hot and cold drinks, and keep serving spoons and small bowls together in one tray.
- Check the room’s power points at least one day before the fair. Bring extension cords and power strips so the laptop, printer, label printer and coffee equipment can be used safely.
- Buy or collect tape, pens and directional signs before printing the final materials. These small supplies are often needed during setup to secure signs, mark tables and correct last-minute changes.
Frequently asked questions
- What supplies do I need for a book swap fair?
- Plan for tables, chairs, bookshelves, category cards, book labels, exchange vouchers, name badges, pens and tape. You’ll also need registration equipment such as a laptop or tablet, chargers, a printer and suitable power extensions.
- How many exchange vouchers should I print for a book swap?
- Print one voucher for each registered visitor and add at least 10% extra. For 50 visitors, prepare at least 55 vouchers so you can handle late registrations or replacements.
- How many cups and glasses do I need for a book swap event?
- Allow two pieces of drinkware per visitor when both hot and cold drinks are served. For 40 visitors, prepare about 80 reusable mugs and glasses in total, adjusting the split to your menu.
- When should I buy supplies for a book swap fair?
- Buy stationery, labels, tape and refreshments at least 3 to 5 days before the event. Check tables, chairs, printers, chargers and coffee equipment at least one day before setup so missing items can still be borrowed or replaced.
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