How to organise a book fair from start to finish

A book fair runs smoothly when exhibitor logistics, visitor flow and book sales are planned in that order. Start by fixing the date, opening hours and room layout, then recruit exhibitors and collect registrations before promoting the event. In the final weeks, assign stands, brief volunteers and prepare books, prices and payment equipment. This guide focuses on the details that are easy to leave until the last minute, including power, cash, signage and refreshments.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set date and opening hours
2 people
2
Determine venue and room layout
2 people
3
Draft participant terms and conditions
2 people
4
Create a registration form
5
Invite exhibitors
2 people
6
Prepare visitor invitation
7
Post promotion online
8
Distribute posters
3 people
9
Process registrations
10
Confirm exhibitors
11
Collect dietary requirements
12
Order catering
13
Choose payment method
2 people
14
Assign volunteers
2 people
15
Create floor plan
2 people
16
Assign stand numbers
17
Send exhibitor information
18
Send the volunteer briefing
19
Inventory book stock
3 people
20
Prepare price stickers
2 people
21
Prepare cash register slips
2 people
22
Sort books
4 people
23
Pricing books
4 people
24
Wrap books
3 people
25
Withdraw cash
26
Do the shopping
2 people
27
Prepare materials
3 people
28
Bring books to the venue
4 people

Event

29
Open venue
2 people
30
Set up tables and chairs
6 people
31
Hang up stand numbers
2 people
32
Set up the registration table
2 people
33
Set up the cash register
2 people
34
Display books by genre
6 people
35
Put up price tags
3 people
36
Prepare catering
3 people
37
Make coffee and tea
2 people
38
Set up the cloakroom
2 people
39
Test the equipment
2 people
40
Welcome exhibitors
3 people
41
Restock the last stands
4 people
42
Open the entrance
2 people
43
Register visitors
3 people
44
Guide visitors around
2 people
45
Sell books
4 people
46
Support exhibitors
2 people
47
Serve coffee and tea
2 people
48
Serve snacks
2 people
49
Refill drinks
2 people
50
Empty trash bins
2 people
51
Check toilets
52
Check the cash register midway
2 people
53
Restock the quiet reading table
54
Announce the last visitors
55
Close sales
2 people
56
Check out exhibitors
3 people

Aftercare

57
Pack books safely
4 people
58
Close the register
2 people
59
Collect lost and found items
2 people
60
Clear tables and chairs
6 people
61
Remove decorations
3 people
62
Wash dishes
3 people
63
Collect waste
3 people
64
Clean the room
4 people
65
Clean the kitchen
2 people
66
Move books to storage
4 people
67
Return materials
3 people
68
Return borrowed items
2 people
69
Clear away leftover catering
2 people
70
Archive receipts
71
Settle up with vendors
2 people
72
Respond to visitor messages
73
Remove promotional materials
2 people

What to bring

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

Furniture

Market stallsqty 24
Tablesqty 8
Chairsqty 80
Stoolsqty 12
High tablesqty 4
Clothes racksqty 2
Bookshelvesqty 8
Foldable tablesqty 4
Reading tablesqty 3
Coat racksqty 2
Storage boxesqty 30
Cash registersqty 2

Tableware

Coffee cupsqty 100
Tea glassesqty 80
Water glassesqty 80
Cake platesqty 80
Coffee spoonsqty 100
Serving traysqty 8

Equipment

Checkout laptopsqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Phone chargersqty 4
Label printersqty 2
Wayfinding signsqty 12
Handheld microphonesqty 2
Speakersqty 2
Cash boxesqty 2
Prize machinesqty 4
Roll containersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Small bowlsqty 12
Cooling matsqty 8

Decorations

Tableclothsqty 28
Book postersqty 20
String bannersqty 8
Plant decorationqty 10
Name badgesqty 30
Price sign holdersqty 30
Arrow stickersqty 30
Chalkboardsqty 8
Program leafletsqty 300
Visitor badgesqty 300
Exhibitor badgesqty 40

Lighting

LED light stringsqty 8
Standing lampsqty 6

Catering

Books for saleqty 500
Paper carrier bagsqty 300
Book wrapsqty 200
Groceries

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Toilet brushesqty 4
Towelsqty 12

Tips

Set the date, opening hours and room layout before inviting exhibitors. Allow at least 8 weeks for registrations, promotion and stand planning, especially if you need tables, bookshelves or other venue furniture.
Close exhibitor registrations 2 to 3 weeks before the fair. Confirm each participant, assign stand numbers and send arrival times, terms, floor-plan details and any rules in one information email.
Prepare the visitor route before placing tables. Leave clear aisles between market stalls, add reading tables without blocking the entrance, and use wayfinding signs so visitors can find registration, toilets and the checkout quickly.
Finish book preparation at least 2 days before opening. Sort the stock, price each book, attach price stickers and prepare wrapped books or storage boxes so volunteers are not doing these jobs during visitor hours.
Test sales and refreshments the day before. Check checkout laptops, card machines, chargers, extension cords and power strips, withdraw enough cash for change, and set up coffee, tea and water service with cups and serving trays.

Frequently asked questions

How far in advance should I organise a book fair?: Start at least 8 weeks before the event. That gives you time to secure the room, invite exhibitors, process registrations, promote the fair and order catering without compressing the final week.
When should book fair exhibitor registration close?: Close registration around 2 to 3 weeks before opening day. Use the remaining time to confirm exhibitors, assign stand numbers, create the floor plan and send practical arrival information.
How many volunteers do I need for a book fair?: Plan for at least 1 volunteer at the entrance, 1 at the checkout and 1 person available for room support during opening hours. Add another volunteer if the fair has several rooms or more than 20 exhibitor stands.
When should I prepare and price the books?: Sort, price and label the books at least 2 days before the fair. Prepare the cash register slips, wrapped books and storage boxes then, and test the checkout equipment no later than the day before.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.