What You Need for a Bookbinding Workshop

Use this shopping list to prepare one complete workstation for each participant, plus shared tools for demonstrations and cutting. Plan materials by confirmed registrations, then add a small spare supply so one damaged sheet or misplaced needle does not stop the workshop. The list also covers reception, coffee service and cleanup. Check equipment such as book presses, kettles and drying racks early, because these are often borrowed rather than bought and may need collecting before the workshop day.

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What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Reception desk
Waste binsqty 3

Workshop materials

Cutting matsqty 20
Bookbinding needlesqty 24
Push pinsqty 20
Folding legsqty 20
Rulersqty 20
Scissorsqty 20
Craft knivesqty 10
Cutting rulersqty 10
Book pressesqty 6
Glue cupsqty 20
Brushesqty 24
Pencilsqty 24
Erasersqty 12
Paperweightsqty 12
Drying racksqty 3
Sample booksqty 6

Equipment

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 2

Tableware

Mugsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24

Kitchen

Thermos flasksqty 4
Serving traysqty 4
Packing scissorsqty 2

Decorations

Table runnersqty 6
Name badgesqty 24

Cleaning

Vacuum cleaner
Bucketsqty 2
Mopsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 60 pieces
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Milk - 4 liters
- Oat milk - 2 liter
- Mineral water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 3 liters
- Cookies - 4 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted crackers - 3 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Grapes - 3 kilograms
- Apples - 24 pieces
- Bananas - 24 pieces
- Mixed nuts - 2 bags
- Mini wraps - 48 pieces
- Herb cream cheese - 3 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 3 trays
- Paper napkins - 100 pieces
- Baking paper - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Microfiber cloths - 12 pieces
- Hand soap - 2 bottles
- Bookbinding cardboard - 50 sheets
- Bookbinding paper - 250 sheets
- Endpapers - 50 sheets
- Bookbinding cloth - 15 meters
- Bookbinding thread - 10 spools
- Bookbinding glue - 5 liters
- Double-sided tape - 10 rolls
- Pencil sharpeners - 6 pieces
- Sandpaper - 20 sheets
- Paper carrier bags - 24 pieces
- Tape - 6 rolls
- Labels - 100 pieces

Tips

Prepare one material set per participant and add 10% spare paper, thread and cover material where possible. For 20 participants, that means 22 sets or enough spare components for two replacements.
Provide one cutting mat, ruler, pencil and eraser at every workstation. Shared craft knives, cutting rulers, scissors and bookbinding needles should be counted separately so participants are not waiting for a tool.
Allow at least one book press for every four participants if the books need pressing during the session. With 20 participants, five presses let several books be processed at the same time.
Set out one glue cup and brush per two participants, and keep extra glue cups available for demonstrations. Add paperweights and drying racks before the workshop starts, because glued books cannot simply be stacked on top of one another.
For coffee and tea, plan roughly two mugs per participant for a half-day workshop, plus glasses for water. Put serving trays, thermos flasks or coffee machines, plates and cutlery at the coffee station rather than at the worktables to protect paper from spills.

Frequently asked questions

What materials do I need for a bookbinding workshop?: For each participant, prepare the paper and cover materials required for one book, plus a pencil, eraser and access to cutting and binding tools. Add about 10% spare material; for 20 participants, prepare enough for 22 books if your budget allows.
How many bookbinding tools do I need per person?: Give each participant a cutting mat, ruler, pencil and eraser. Shared items such as craft knives, cutting rulers, bookbinding needles, book presses and drying racks can be pooled, but provide enough for at least four participants per shared station.
How much coffee and tableware should I buy for a bookbinding workshop?: For a half-day session, allow about two mugs of hot drinks per participant and one glass for water. For 20 people, prepare around 40 mugs, 20 glasses, and enough plates and cutlery for any catering you have ordered.
When should I prepare the bookbinding materials?: Assemble the material sets at least one day before the workshop and check every tool at the same time. Put out the workstations and coffee equipment on the day, before participants arrive, so cutting mats, tools and examples are ready for the explanation.

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