Book Swap Fair Shopping List

Use this shopping list to prepare a book swap fair where guests can drop off, sort, and exchange books without confusion. It covers the practical items people often arrange too late: labelled sorting trays, pens and clipboards, registration materials, serving equipment, refreshments, and extension leads. Plan quantities around your expected attendance, and check what the venue already provides before buying tables, chairs, cups, or coffee equipment. Keep separate supplies for book handling and the drinks station so both areas stay organised.

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What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 80
Registration desk
Bookshelvesqty 4
Folding stoolsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Water jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothsqty 10
Welcome banner
Buntingqty 6
Vasesqty 6
LED string lightsqty 4

Office supplies

Sorting traysqty 24
Label holdersqty 24
Permanent markersqty 12
Pensqty 20
Sticky notesqty 10
Clipboardsqty 4
Printer paper
Rolls of tapeqty 6

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Granulated sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Mineral water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Unsalted nuts - 2 bags
- Rice cakes - 4 packs
- Wholegrain crackers - 4 packs
- Gluten-free crackers - 2 packs
- Hummus - 6 tubs
- Young cheese - 2 kilos
- Cream cheese - 6 tubs
- Unsalted butter - 2 packs
- Strawberry jam - 2 jars
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Apples - 6 kilos
- Bananas - 4 kilos
- Grapes - 3 kilos
- Cookies - 6 packs
- Vegan cookies - 3 packs
- Stroopwafels - 5 packs
- Mini muffins - 5 boxes
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 4 packs

Tips

Prepare at least one sorting tray or labelled bin per main genre, plus spare labels and permanent markers for last-minute changes. Set them out before books arrive so volunteers do not have to sort piles on the floor.
Allow one registration pen and one clipboard for every 25 expected guests, with extra printer paper for sign-in sheets, trading cards, and replacement notices.
For refreshments, plan roughly 2 cups per guest if you serve coffee, tea, or water, and provide enough plates, cutlery sets, and serving trays for the snacks you are offering.
Check the venue’s power points at least 3 days before the fair. Bring extension cords and power strips for coffee machines, kettles, chillers, and the speaker, but avoid connecting more equipment than the circuit can safely handle.
Bring signage supplies that can be adjusted on the day: tape, sticky notes, label holders, and a permanent marker. This is useful when a genre fills up, a table changes position, or exchange rules need clarifying.

Frequently asked questions

How many sorting bins do I need for a book swap fair?: Start with one labelled tray or bin for each main genre you plan to use, plus 2 spare containers for overflow and books that need checking. For a fair with six genres, prepare at least 8 sorting containers.
How many cups should I buy for a book swap fair?: Plan for about 2 cups per expected guest if you serve coffee, tea, or water. For 40 guests, that means at least 80 cups, or fewer if you have a reliable washing-up system during the event.
How many registration supplies are needed for 50 guests?: Prepare 2 clipboards, 3 pens, printed registration sheets, trading cards, and at least 10 spare copies of any handout. Keep extra printer paper available in case names, rules, or labels change on the day.
When should I buy supplies for a book swap fair?: Buy or confirm reusable equipment at least 1 week before the event, and purchase refreshments 1 to 2 days beforehand. Check power leads, signage materials, and sorting labels no later than the day before setup.

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