What you need for a Children’s Book Week celebration

Use this shopping list to prepare a Children’s Book Week celebration with a reading corner, craft activities, a book swap and refreshments. Check quantities against your registration list before buying, especially children’s chairs, reusable cups, name stickers and activity materials. Drinks should be chilled before guests arrive, while books, posters and directional signs need to be ready during setup. The items below also help you avoid common last-minute gaps, such as missing serving utensils, extension cords or enough waste bins.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 90
Children's chairsqty 10
Blanketsqty 12
Bookshelvesqty 2
Coat racksqty 3
Waste binsqty 6
Buffet tablesqty 3

Tableware

Reusable cupsqty 120
Platesqty 100
Bowlsqty 40
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8

Decorations

Book-themed buntingqty 12
Balloonsqty 120
Balloon pumpqty 2
Tableclothsqty 10
Book postersqty 20
Paper starsqty 30
Photo backdrop
Chalkboardsqty 6
Name stickersqty 120
Directional signsqty 12
Bookendsqty 150

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Weighing scale

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 6
Water jugsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12

Lighting

LED light stringsqty 6
Table lampsqty 6
Battery lanternsqty 4

Books and games

Picture booksqty 25
Children's booksqty 100
Puzzlesqty 6
Board gamesqty 8
Coloring pagesqty 150
Scavenger hunt cardsqty 100
Quiz cardsqty 8
Colored pencilsqty 80
Markersqty 80
Scissorsqty 30
Glue sticksqty 40
Craft paperqty 500
Craft cardboardqty 200
Beadsqty 1000
Wax crayonsqty 60
Prize giftsqty 30

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 8 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 8 liters
- Orange juice - 6 liters
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Cucumbers - 6 pieces
- Carrots - 5 kilograms
- Cherry tomatoes - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Popcorn - 4 bags
- Salted sticks - 5 bags
- Mini rice cakes - 6 packs
- Mini crackers - 8 packs
- Whole grain crackers - 6 packs
- Baguettes - 12 pieces
- Mini sandwiches - 100 pieces
- Wraps - 80 pieces
- Butter - 4 packs
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilograms
- Chicken breast slices - 3 kilograms
- Vegetarian spread - 12 tubs
- Peanut butter - 3 jars
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cheese cubes - 4 kilogram
- Mini meatballs - 5 kilograms
- Vegetarian meatballs - 3 kilograms
- Mini pizzas - 100 pieces
- Vegetable soup - 12 liters
- Tomato soup - 8 liters
- Breadsticks - 8 packs
- Pancakes - 100 pieces
- Powdered sugar - 2 packs
- Syrup - 3 bottles
- Vanilla ice cream - 6 liters
- Chocolate sauce - 3 bottles
- Whipped cream - 12 cans
- Mini muffins - 120 pieces
- Apple pie - 6 pieces
- Cookies - 12 packs
- Gluten-free cookies - 4 packs
- Allergy-free crackers - 3 packs
- Vegan cupcakes - 30 pieces
- Raisins - 3 kilograms
- Yogurt - 6 kilogram
- Muesli - 3 kilogram
- Lemons - 2 kilograms
- Fresh mint - 4 bunches
- Cinnamon - 2 jars
- Paper napkins - 500 pieces
- Stir sticks - 250 pieces
- Wooden skewers - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 80 pcs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
- Aluminium trays - 30 pieces

Tips

Plan seating for every registered child, plus a few extra children’s chairs for late arrivals. Keep blankets available in the reading corner so children can sit comfortably during the read-aloud.
Prepare at least one name sticker for each registered child and bring 10% extra. Put directional signs at the entrance, reception desk, reading corner, craft tables and book swap table.
Match reusable cups, plates, bowls, forks, knives and spoons to the registration count, then add roughly 10% spare. Serving spoons are easy to overlook when food is arranged on buffet tables.
Test the wireless microphones, speakers and mixer before the doors open, and bring enough extension cords to reach each setup point safely. Do the sound check while the room is laid out, not while families are arriving.
Buy or gather craft and game materials early enough to divide them per activity before the event day. Print quiz questions, game cards, the contact list and run sheet in advance so the reception desk is not waiting on a printer.

Frequently asked questions

How many cups and plates do I need for a Children’s Book Week event?: Start with one reusable cup, plate and bowl per registered child and adult helper, then add 10% spare. For 40 attendees, that means at least 44 of each item where applicable, plus enough forks, knives and spoons.
How many name stickers should I buy for Children’s Book Week?: Prepare one sticker for every registered child, facilitator and volunteer, plus 10% extra. For 50 people, buy or make at least 55 stickers so replacements and late registrations are covered.
When should I buy supplies for a Children’s Book Week celebration?: Buy non-perishable decorations, signage and workshop materials 1–2 weeks ahead. Complete the food and drink shop 1–2 days before the event, then chill drinks and check the full shopping list on the day before.
How much seating is needed for a children’s reading event?: Provide one seat for every expected child and adult, with about 10% spare. Arrange children’s chairs and blankets in the reading corner, and keep standard chairs available for facilitators, parents and the reception desk.

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