What you need for a book swap market

A book swap market needs more than books and tables. You’ll need a clear registration point, labels or price tags, exchange vouchers, payment equipment, refreshments and enough furniture for browsing and waiting. Plan the layout before shopping so you know how many tables, chairs, shelves and power points are required. This list focuses on the items people often forget until setup day, including extension cords, reusable cups, waste bins and signage.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 30
Party tentsqty 2
Bookshelvesqty 6
Foldable tablesqty 4
Stoolsqty 4
Book binsqty 20
Waste binsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Speakersqty 2
Microphone
Payment terminal

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving tongsqty 6

Decorations

Tableclothsqty 12
Buntingqty 8
Book-themed postersqty 10
Price tagsqty 100
Name badgesqty 40

Lighting

LED light stringsqty 6
LED lampsqty 8

Other

Book boxesqty 30
Vouchersqty 400
Pensqty 30
Markersqty 12
Rolls of tapeqty 6
Writing signsqty 8
Cash float

Cleaning

Broomqty 2
Litter pickersqty 2
Bucketsqty 3
Mopsqty 3

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 4 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Ice tea - 4 bottles
- Lemons - 10 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salty sticks - 4 bags
- Cocktail nuts - 4 bags
- Popcorn - 4 bags
- Mini cookies - 6 packs
- Spice cake - 4 pieces
- Currant buns - 40 pieces
- Bananas - 30 pieces
- Apples - 30 pieces
- Grapes - 4 tubs
- Cucumbers - 4 pieces
- Cherry tomatoes - 4 trays
- Hummus - 4 tubs
- Cream cheese - 2 tubs
- Vegan wraps - 4 packs
- Whole wheat wraps - 4 packs
- Cheese slices - 2 packs
- Turkey breast - 2 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 300 pieces
- Stirrers - 300 pieces
- Cardboard snack trays - 150 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 4 rolls
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Allow one table for every 6–8 participants bringing books, then add at least one separate table for registration, vouchers and payment. This keeps arrivals from blocking the browsing area.
Prepare labels, price tags and exchange vouchers at least 2 days before the market. Bring around 10% more than your expected participant count for replacements and late additions.
Check power access before hiring or borrowing coffee machines, kettles, speakers and a microphone. Bring one extension cord and one power strip for each separate powered area, and keep cables away from walkways.
For drinks, plan 2–3 servings per person for the first hour, then 1–2 servings per person for each additional hour. Chill drinks in coolers beforehand and use thermos flasks to keep hot drinks available.
Set aside at least one book bin or bookshelf for sorting and one waste bin per 20–30 visitors. Keep tablecloths, signage and book-themed posters ready before furniture arrives so setup does not depend on shopping during the event.

Frequently asked questions

What do I need to bring to a book swap market?: Bring books, labels or price tags, exchange vouchers, tables, chairs, book bins or bookshelves, payment equipment, drinks and serving supplies. Add extension cords, power strips, waste bins and signage if they are not provided at the venue.
How many tables do I need for a book swap market?: Plan on one table for every 6–8 participants, plus at least one registration table and one table for refreshments or payment. For 40 participants, that usually means 7–9 tables, depending on the room layout and whether bookshelves are also used.
How many drinks should I buy for a book swap market?: Budget for 2–3 drinks per person during the first hour and 1–2 drinks per person for every hour after that. For 30 visitors over 3 hours, prepare roughly 120–210 servings, including water, coffee and other drinks.
When should I prepare the book swap market shopping list?: Make the first list at least 2 weeks before the event, after confirming the venue, participant numbers and power outlets. Buy or borrow non-perishable supplies 3–5 days ahead, then chill drinks and pack labels, vouchers and signage the day before.

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