How to organise a book fair from first booking to closing time

Organising a book fair starts with the venue, date and exhibitor rules—not with the tables. Set the opening hours, contact booksellers early and keep one accurate exhibitor list as registrations arrive. Then build the floor plan, confirm practical needs such as power and access, and prepare payments, signage and printed materials. The final checks are where many fairs fail: labels go missing, drinks are not chilled, and exhibitors do not know where to unload or set up.

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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
Reserve the venue and hall
2
Set date and opening hours
3
Draft participant terms and conditions
2 people
4
Contact booksellers
2 people
5
Send invitations
2 people
6
Publish online announcement
7
Process registrations
8
Maintain the exhibitor list
9
Assign tables to exhibitors
2 people
10
Collect dietary requirements
11
Book catering
12
Set payment options
13
Create the program and floor plan
2 people
14
Design signage
15
Send promotion to local media
16
Send exhibitor information
17
Assign volunteers
2 people
18
Check the access and safety route
2 people
19
Check the inventory list
20
Check the shopping list
21
Do the shopping
2 people
22
Check drinks and refrigeration
23
Prepare print materials
2 people
24
Make exhibitor badges
25
Sort the price tags and labels
2 people
26
Test cash register and payment materials
2 people
27
Set up tables and chairs
4 people
28
Place bookcases and shelves
3 people
29
Mark booths by exhibitor
2 people
30
Lay tablecloths and protective mats
3 people
31
Connect lighting
2 people
32
Tape off power points securely
2 people
33
Set up the entrance and information desk
2 people
34
Hang up signage
2 people
35
Install the cash register and card terminal
2 people
36
Set up coffee station
2 people
37
Chill drinks
2 people
38
Set out snacks
2 people

Event

39
Welcome exhibitors
3 people
40
Guide exhibitors to their booths
3 people
41
Set up the book tables
10 people
42
Prepare cash register change
2 people
43
Open the doors
2 people
44
Welcome visitors
3 people
45
Distribute program
2 people
46
Staff the information desk
2 people
47
Lead the book presentation
2 people
48
Moderate the author interview
2 people
49
Serve coffee and tea
2 people
50
Refill drinks
2 people
51
Refill snacks
2 people
52
Empty trash bins
2 people
53
Check toilets
2 people
54
Keep aisles clear
2 people
55
Set damaged books aside
56
Register lost and found items
57
Inform last visitors
2 people
58
Close doors
2 people

Aftercare

59
Pack books and materials
6 people
60
Close the register
2 people
61
Dismantle coffee station
2 people
62
Wash dishes
3 people
63
Take down tables and chairs
4 people
64
Clear away racks and lighting
3 people
65
Collect waste
3 people
66
Clean the room
4 people
67
Clean the restrooms
2 people
68
Count and store materials
2 people
69
Return borrowed items
2 people
70
Inform exhibitors about left-behind items
71
Return lost property

What to bring

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

Furniture

Tablesqty 24
Chairsqty 70
Bookshelvesqty 10
Display racksqty 12
Bar stoolsqty 6
Tableclothsqty 24
Protective matsqty 24

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Card machinesqty 3
Laptopsqty 2
Printersqty 2
Barcode scannersqty 2
Extension cordsqty 6
Power stripsqty 10
Bollardsqty 8
Handheld microphone
Presentation screen

Lighting

Standing lampsqty 8
Desk lampsqty 12

Decorations

Information boardsqty 8
Directional signsqty 12
Exhibitor badgesqty 30
Badge holdersqty 30
Table numbersqty 24
Menu boardsqty 4

Kitchen

Thermos flasksqty 6
Serving jugsqty 4
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Ice packsqty 20

Cleaning

Vacuum cleanerqty 2
Mop setsqty 3
Bucketsqty 4
Broom setsqty 3

Catering

Groceries

Tips

Book the hall before inviting booksellers, then set the opening hours and exhibitor terms in writing. Send the terms with each invitation so you are not resolving payment, table or arrival questions during the final week.
Keep the exhibitor list in one shared file and update it after every registration. Assign tables only after you know the final number of booksellers, because late additions can block aisles or leave unused gaps.
Create the floor plan with clear visitor routes, not just a table count. Mark entrances, exits, presentation areas, power points and the location of information boards before sending exhibitors their table assignments.
Set up payment options and test every card machine before opening. Print exhibitor badges, price labels and directional signs at least one day ahead; replacing missing print materials during the fair is slow and easy to overlook.
Give volunteers written roles and a short briefing before doors open. Walk the access and safety route, check extension cords and power strips, and confirm that drinks are chilled and catering quantities match the final attendance estimate.

Frequently asked questions

How far in advance should I organise a book fair?: Start planning at least 8 to 12 weeks before the fair. Reserve the venue first, then contact booksellers and publish the announcement so registrations have several weeks to arrive.
How many tables do I need for a book fair?: Plan one assigned table per exhibitor, then add roughly 10% spare capacity for late changes or display needs. Confirm the final number after registrations close and check that aisles and exits remain clear.
When should I send book fair information to exhibitors?: Send the first practical information 2 to 3 weeks before the event, including the table assignment, arrival time, floor plan and payment arrangements. Send a short reminder 2 to 3 days before opening.
What should I check on the morning of a book fair?: Allow at least 2 hours before opening for setup and checks. Test card machines, printers and presentation equipment, place signs and badges, confirm the safety route, and verify that refreshments are ready.

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.