What New Librarians Should Know About School Book Fairs 📚

Full transparency: this post is sponsored by Literati. I’m so glad to share this resource with you, and as always, I only pass along things I believe will truly help school librarians.

If you’re a brand-new school librarian, there’s a good chance someone has already said, “And of course, you’ll run the book fair!” Maybe with a big smile and high hopes. 

Take a deep breath, friend. You’ve got this. 💛

School book fairs can feel like a lot, but they’re also one of the best chances you’ll have all year to get kids excited about reading, bring families into your library, and raise funds for new books. With some smart school book fair planning, you can pull it off without losing your sanity (or your weekends).

Here’s what I wish someone had told me when I was starting out.

1. Start Planning Earlier Than You Think You Need To

Book fair season sneaks up fast. As soon as you know your dates, work backward and build a simple timeline:

• 8 to 10 weeks out: Confirm dates with your principal and the fair provider. Check the school calendar for conflicts like testing, field trips, and other fundraisers. Watch webinars from your fair provider.
• 6 to 8 weeks out: Recruit volunteers and decide on a theme, unless your book fair provider already creates one for you. Organize a family event, like Grandparents Night or Lunch with Loved Ones, to increase sales and family involvement.
• 4 weeks out: Send info to teachers and start promoting to families. Announce the start of your online fair, if your book fair is with Literati.
• 2 weeks out: Confirm your setup plan, cash handling, and schedule. Share digital wishlists with your teachers, if your book fair is with Literati.
• 1 week out: Show the sneak peek video to students. Remind teachers to complete their digital wishlists. 
• Fair week: Smile, breathe, and enjoy the buzz about books!
• After your fair ends: Pack up and submit your financial form. Keep sharing your Literati Store for the rest of the school year. Encourage your teachers to throw an unboxing party with their classes when their digital wishlist orders arrive (Literati).

Even a rough timeline keeps you from scrambling at the last minute.

2. Understand How the Money Works

Before you sign anything, get clear on the basics. Ask your provider and your administrator:

• What percentage of sales will the school or library earn (in cash vs. in free books or vendor credits)?
• Who handles the money, and where does it go? Will you need to supply your own change for the cash register?
• What happens with unsold inventory and shipping?
• How do I restock my book fair? Can it be automatic (Literati) or will I need to make a list and place an order (Scholastic)?
• How will funds be used? Do you get to decide? (New books? Author visits? Library furniture?)
• What rewards can you offer to school staff and volunteers? Currently, Literati gives a 20% discount on the total purchase to volunteers and school staff. Scholastic gives a discount coupon of $5 off a $20 purchase for school staff and volunteers, limit one coupon per purchase.

Knowing the answers helps you talk confidently about your goals with teachers, parents, and your PTA. It also helps you plan for a school book fair that truly supports your library program.

3. Get Organized From the Start

Good book fair organization is what separates a smooth week from a stressful one. A few things that help:

• Keep one master folder (paper or digital) with contracts, schedules, volunteer lists, and notes.
• Make a volunteer schedule with clear shifts and simple jobs, such as cashier, greeter, shelf helper, and wish list helper. Sign Up Genius will be your best friend for keeping track of the volunteer schedule.
• Create a class visit schedule so every class gets a turn to preview the fair. Will classes shop as a group, or will teachers send individual students with money to shop?
• Write it all down! Take notes on what worked and what didn’t. You think you will remember everything, but it’s just not humanly possible. Future You will be so grateful for the reminders!

4. Plan Your Book Fair Setup

Book fair setup is part logistics and part magic. Think about:

• Location: Your library is the obvious choice, but make sure you have room for cases, a checkout area, and traffic flow. If space is tight, ask about a hallway, cafeteria, or multipurpose room.
• Layout: Put the checkout table near the exit, keep aisles wide enough for little ones, and display the most eye-catching books at kid height.
• Decorations: A theme makes the fair feel like an event. Literati provides themed posters, flyers, and signage, and you can view their current themes here. If your book fair provider doesn’t create a theme, transform your space with a few balloons and banners.
• Safety: Plan for cord safety, clear walkways, and a spot to store bags and coats.

Most providers deliver the fair on a set day, so be sure to schedule your set-up volunteers accordingly. Literati is well-known for its book fairs’ ease of set-up, and this may be a factor in your choice of book fair provider.You can read more about how to choose a school book fair program here. 

5. Don’t Forget Wish Lists

Wish lists are a game changer, especially for younger students. Send them home early so families can talk about what their child is excited to read before the fair begins. They cut down on impulse-buy overwhelm and help kids walk out with books they’ll actually love.

Literati provides Sneak Peek Resources like a customizable tax sheet and printable student wish lists that will make your life easier.

Pro tip: have a few extra wish lists on hand during class visits, because some will definitely get lost on the way to the fair! 😄

6. Make It More Than a Sale

The best school book fairs feel like a celebration of reading. Think of your fair as a student book event and plan a few extras to make it memorable:

• A book character dress-up day
• A read-aloud of a book featured at the fair
• A “teachers’ favorite book” display
• A family night with a special guest reader
• Student book talks on the morning announcements
• A “Books and Cookies” or “Pajamas and Pages” style event for families

Little touches like these build excitement, bring families through your doors, and show your community that the library is the heart of your school. They’re also a fantastic piece of your overall school library programming.

7. Don’t Be Afraid to Ask for Help

You don’t have to do this alone. Lean on:

• Fellow librarians: Other school librarians are the best school librarian resources around. Ask in Facebook groups, local library meetups, or your district’s librarian network.
• Your fair rep: Your provider’s representative has seen it all and can answer questions about setup, shipping, and sales.
• Your PTA or parent volunteers: Parents often love to help. They just need to be asked (and given a clear job!).
• Your principal and teachers: Keep them in the loop so they feel invested in the fair’s success.

8. Be Kind to Yourself

Your first school book fair may not be perfect, and that’s okay. Maybe the lines will get long, a volunteer won’t show up, or you’ll run out of the most popular series. It happens to all of us.

What matters is that kids get excited about books, families feel welcomed, and your library gets a little brighter. Take notes, celebrate what went well, and use what you learned to make next year even better.

Wrapping It Up

Strong school book fair planning doesn’t have to be complicated. Start early, stay organized, ask questions, and focus on the joy of getting books into kids’ hands. You’re building a reading community, and that’s a beautiful thing. ✨

Which part of book fair planning feels most overwhelming to you? Share in the comments or come chat with us in our Learning Librarians Facebook community. We’d love to cheer you on! 💕