What to buy for a children’s book party

A children’s book party needs more than books and snacks. Plan for quiet reading areas, workshop tables, a clear way to present the programme, and enough serving equipment for children and adults. This shopping list covers the practical setup, from bookcases and rugs to microphones, reusable cups, hot-drink equipment and book-themed decoration. Check quantities against your guest list before ordering, especially for chairs, tableware, drinks and workshop materials.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Lounge sofasqty 4
Bookshelvesqty 4
Blanketsqty 8
Foldable tablesqty 4

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Cash register
Card machine

Tableware

Reusable cupsqty 120
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 40
Serving plattersqty 12
Serving boardsqty 6

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 8
Pliersqty 6
Serving spoonsqty 8

Decorations

Book flagsqty 8
Paper garlandsqty 12
Balloonsqty 100
Tableclothsqty 12
Bookmark displayqty 4
Decorative stacks of booksqty 10

Lighting

LED string lightsqty 6
Standing lampsqty 4

Activities

Children's booksqty 150
Colored pencilsqty 120
Markersqty 80
Crayonsqty 60
Scissorsqty 30
Glue sticksqty 40
Craft paperqty 10
Cardboard boxesqty 30
Sticker setsqty 20
Apronsqty 30
Scavenger hunt signsqty 20
Prize booksqty 20

Registration

Name badgesqty 120
Lanyardsqty 120
Printer paperqty 500
Pensqty 30
Clipboardsqty 4
Program leafletsqty 120

Cleaning

Waste binsqty 8
Broomsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Fruit syrup - 2 bottles
- Lemonade syrup - 2 bottles
- Ice cubes - 8 bags
- Mini ice pops - 120 pieces
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Cucumbers - 8 pieces
- Carrots - 5 kilos
- Cherry tomatoes - 4 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Popcorn - 5 bags
- Salted sticks - 5 bags
- Rice cakes - 6 packs
- Crackers - 6 packs
- Mini currant buns - 120 pieces
- Mini croissants - 100 pieces
- Mini bread rolls - 120 pieces
- Whole grain bread - 8 loaves
- Wraps - 6 packs
- Young cheese - 3 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Chicken breast slices - 2 kilos
- Cucumber salad - 2 kilos
- Lettuce - 12 heads
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Corn - 8 cans
- Herb cheese - 1 kilo
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 1 jar
- Yogurt dressing - 2 bottles
- Mini pizzas - 120 pieces
- Vegetarian mini pizzas - 40 pieces
- Vegetarian quiche - 6 pieces
- Mini frikandellen - 100 pieces
- Vegetarian Snacks - 60 pieces
- Puff pastry snacks - 120 pieces
- Herbs - 4 pots
- Olive oil - 1 bottle
- Butter - 1 kilo
- Eggs - 30 pieces
- Pancake mix - 4 packs
- Chocolate sprinkles - 2 packs
- Powdered sugar - 1 pack
- Whipped cream - 12 cans
- Vanilla ice cream - 8 liters
- Chocolate cookies - 10 packs
- Mini muffins - 120 pieces
- Marshmallows - 5 bags
- Chocolate markers - 20 pieces
- Napkins - 300 pieces
- Paper straws - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs
- Sponges - 10 pieces

Tips

Count one chair per seated guest, then add at least two extra chairs for late arrivals, parents or volunteers. Keep rugs and lounge seating separate so children can listen comfortably without blocking the activity tables.
For drinks, allow two to three servings per person during the first hour, then one serving per person for each additional hour. Chill bottled or packaged drinks in cool boxes before guests arrive, and keep hot drinks in thermos flasks.
Set aside one serving plate or board for each food area and prepare at least one pair of serving tongs or a serving spoon per dish. This avoids queues and keeps shared food away from children’s hands.
If the programme includes reading or workshops, check the projector, screen, speakers and microphones at least one day ahead. Pack extension leads and power strips with the equipment rather than looking for them during setup.
Prepare name tags, printed programmes and book flags before shopping day. Order books and workshop supplies early enough to allow at least 7 days for delivery, then keep a small spare set for damaged or missing items.

Frequently asked questions

What do I need for a children’s book party?: Plan seating, reading and display furniture, books, workshop materials, tableware, drinks equipment and basic AV gear. For every 10 children, start with 10 chairs, 2 activity tables, 10 reusable cups and at least 2 serving platters, then adjust for adults and the programme.
How many cups and plates do I need for a children’s book party?: Provide one cup and one plate per expected guest, plus 10% spare. For 30 guests, that means at least 33 reusable cups and 33 plates, with extra sets if food is served in several rounds.
How much food and drink should I buy for a book party?: Use two to three drinks per person for the first hour and one more per person for each extra hour. Calculate food from the confirmed guest count and add about 10% for late additions, volunteers and second portions.
When should I order books and party supplies?: Order books and specialist workshop materials at least 7 days before the party, or earlier if delivery is uncertain. Buy chilled and perishable catering items on the day before, then cool drinks and prepare serving areas before guests arrive.

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