How to organise a book fair from start to finish

A successful book fair depends on getting the order of work right. Secure the venue and date first, then open book drop-off, promote the event and process registrations. Before the doors open, inspect every donated book, sort and price the stock, and prepare cash and card payments. Allow enough time for tables, category signs and a clear route through the venue; these details are often left until the last hour.

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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 venue
2
Record date and times
2 people
3
Open book drop-off point
2 people
4
Send invitations
2 people
5
Publish event online
6
Distribute flyers
3 people
7
Process registrations
8
Collect dietary requirements
9
Reserve tables and chairs
10
Assign volunteers
2 people
11
Pick up books
3 people
12
Check books
3 people
13
Sort books
4 people
14
Pricing books
4 people
15
Register books
2 people
16
Set aside second-hand books
2 people
17
Arrange cash
18
Do the shopping
2 people
19
Bring books to the venue
4 people
20
Inspect venue
2 people
21
Set out the route
2 people
22
Set up tables
4 people
23
Set up chairs
2 people
24
Display books
5 people
25
Hang up price lists
2 people
26
Set up the cash register
2 people
27
Chill drinks
2 people
28
Set out coffee and tea
2 people
29
Set out snacks
2 people
30
Set up entrance and wayfinding signs
2 people
31
Check Cash Register
2 people
32
Brief volunteers
2 people

Event

33
Welcome visitors
3 people
34
Sell books
3 people
35
Manage the cash register
2 people
36
Restock Book Tables
2 people
37
Serve drinks
2 people
38
Refill drinks
39
Refill coffee and tea
40
Refill snacks
41
Keep lost and found items
42
Close sales
2 people

Aftercare

43
Count cash
2 people
44
Pack remaining books
4 people
45
Take down tables and chairs
4 people
46
Return books
3 people
47
Wash dishes
2 people
48
Collect waste
2 people
49
Clean the venue
3 people
50
Return materials
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 30
Folding table for cash register
Bookshelvesqty 4
Stoolsqty 4

Presentation

Book cratesqty 12
Bookendsqty 20
Tableclothqty 18
Category cardsqty 20
Price tagsqty 500
Labelsqty 1000
Permanent markersqty 12
Pensqty 20
Clipboardsqty 4
Registration formsqty 100
Receiptsqty 4
Flyersqty 300
Tapeqty 6
Scissorsqty 4
Ropeqty 2
Cardboard sheetsqty 20

Equipment

Cash register
Payment terminal
Power stripsqty 4
Extension cordsqty 4
Coolersqty 3
Hand truckqty 2

Tableware

Reusable cupsqty 80
Coffee cupsqty 50
Platesqty 50
Cake platesqty 60
Teaspoonsqty 50
Serving traysqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving jugsqty 3
Serving tongsqty 4
Cutting boardsqty 2
Knivesqty 4

Lighting

Table lampsqty 6
LED string lightsqty 4

Cleaning

Waste binsqty 6
Vacuum cleaner
Broomqty 2
Dustpan and brushqty 2
Mop and bucketqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the venue, date and opening hours before promoting the fair. Give yourself at least 4–6 weeks for invitations, online listings and flyers, especially if books still need to be collected.
Close book drop-off several days before the fair so volunteers can check condition, sort by category and add prices without working during setup. Keep second-hand books in a separate, clearly marked group.
Plan volunteer shifts around the busiest jobs: book collection, registration, checkout and restocking. For a small fair, aim for at least one person on payment and one person available to answer questions at all times.
Create a simple floor route before bringing in the books. Leave roughly 90 cm between tables where possible, and place category cards and price lists where visitors can read them without blocking the aisle.
Prepare the checkout before setup day ends: count the cash float, test the payment terminal, and check extension cords and power strips. Keep receipts, pens and registration forms together at the cash table.

Frequently asked questions

How early should I start organising a book fair?: Start at least 4–6 weeks before the event. This gives you time to reserve the venue, announce the fair, collect books and finish sorting and pricing several days before opening.
How do you sort books for a book fair?: Sort books into clear categories before they reach the venue, then check condition and add a price to every item. Finish the first full sort at least 2–3 days before the fair so missing labels can be replaced.
How many volunteers do I need for a book fair?: For a small fair, schedule at least 3–4 volunteers per shift: one for checkout, one for registration or questions, and one or two for restocking and crowd flow. Add a separate collection team if books are being picked up from donors.
What should I prepare the day before a book fair?: Bring the sorted books, labels, category cards and price lists together, and confirm the tables, chairs and payment equipment. Complete the venue inspection and checkout test no later than the day before opening.

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.