Just like a birthday party for your child, a book fair can be a small gathering or a
huge celebration.  You can tailor your fair to best suite your needs and your
available resources.  We’ve gathered together some great ideas from the people
that truly know how to have a successful book fair – our media specialists and
volunteer coordinators!  

Choose the size of the “party” you want to throw and here are some of the tips and
suggestions we’ve learned:

If you prefer to print out this information and read it offline, you can
Download Here.  Check out our Available Downloads page for forms in other
formats.




If you’re limited for volunteers, here are the basics of what you need to do to make
your fair successful:

1)  Ask for help!
    If possible, ask for a few volunteers to help you plan and handle your fair.  
    They can help you with any of the tasks listed below.  While you can ask all
    your classrooms, consider asking your kindergarten teachers (or lowest
    grades) to send the flier home with their daily/weekly folders.   We’ve found
    they are most likely to volunteer AND you can keep them as repeat
    volunteers for next go around! Download Volunteer Letter

    If you decide to ask for help, make certain that you have a plan for exactly
    what you want the volunteers to do during their time so they will feel valued
    and utilized.  Create a simple schedule for your volunteers and keep it
    available for easy access. Download Volunteer Schedule

2)  Invite the school!
  • Ensure the book fair is approved by your principal and on your school’s
    calendar as soon as it is booked.
  • Request that the fair be publicized on your school’s website and promoted
    on the outside marquee sign.
  • Hang posters and/or fliers to promote your fair at least one week in advance.
  • Distribute book lists to your teacher’s to send home with their students (fliers
    featuring titles from the fair) with the times and dates of your fair and the
    specific date and time that the class will shop the fair.  Consider sending
    home a parent letter that announces your Classroom Wish Registry Program
    and Teacher Gift Certificate Program.  If you want to use the registry
    program, just let us know to send you some book plate stickers as part of
    your planning kit.  Download Parent Letter
  • If not using your regular media schedule, create a schedule so that all of
    your students get the opportunity to shop with their class.  Download Class
    Book Fair Visit Schedule

3)  Clear a Space and Empty Tables!
    Prior to the delivery of your fair, make sure you’ve cleared a space for us to
    set up.  Have a   space and empty tables available.  When our driver arrives,
    they will set up as much or as little of the fair that you want…just let them
    know.

4)  Organize your Check Out!
    Set up your cash wrap area so you can easily total your students’ purchases,
    make change, accept credit cards and bag purchased books and school
    supplies.  Just let us know in advance if you need to borrow a register as
    they are available on a first come first served basis.  A few items that might be
    handy to have at your check out are:  pens for signing credit card slips, post-
    it-notes, spare roll of cash register tape, etc.

5)  Let your students shop and enjoy the fair!
  • Classroom Wish List Registry
    Encourage teachers to fill out their Classroom Wishlist Registry ASAP!  You
    might even want to hold a teacher preview gathering the first afternoon you
    receive your fair for just such a purpose.  If you want to keep it easy, just pop
    a bunch of popcorn and ask them to come munch and shop.
    Download Teacher Invite and Download Classroom Wish List Registry

    During the fair, as parents and students purchase titles from a Classroom
    Wish Registry, just record the student that donated the book AND ask if they
    would like to take the book so that the student can personally give it to their
    teacher.  Write the name of the person giving the book on a book plate and
    affix it to the inside.  If the book is being left for you to deliver later then, label
    the title with a bookmark or post it showing the teacher’s name and grade.  

    It’s a good idea to have a secure area (or box) for storing such gifts.  The
    same process works if you are choosing to sell gift certificates for teachers.  
    You may want to pre-label envelopes organized by grade & teacher to store
    purchased gift certificates awaiting redemption.

  • Reorders:  If you find you need us to restock a title, record it and then we ask
    that you either email us at reorders@cranebooksales.com or fax us at 1-877-
    389-0148 for the fastest service.  If you are not able to email or fax, you can
    call us at 1-877-266-5757.  We ask that you send your orders in by 1:30 CDT
    so we can get them packed and back to you.  Most arrive via our own
    drivers or via UPS by the next day.  While we don’t require you use a specific
    order form; but, here's one we've made for you: Download Reorder Form  

6)  Tally up your sales!
    Most people choose to tally their sales daily and then transfer the totals to
    their profit letter at the end of the fair.  We don’t require that you use a tally
    form to show your daily sales; however, your school’s book keeper might
    have their own form.  We’ve included a blank form for your convenience in
    your planning kit and here it is again if you need it Download Sales Tally
    Form. Excel Version or PDF

7)  Remove books for Book Profit from your Fair!
    Before your fair is scheduled to be packed up, make certain that you pull all
    the books that you plan to keep as book profit.  Make certain you total this
    amount so you can enter it on your profit worksheet.

8)  Finishing Up!  
    Complete your profit worksheet and submit it for payment to your school
    bookkeeper. Your Profit Worksheet was included in your planning kit. If you
    need a replacement copy, email us or give us a call and we'll get that right
    out to you.

    Please give us feedback (both good and bad) so we can learn and grow:  Fill
    out your survey from your planning kit , email us or call us to let us know if
    there is anything we can do to better serve you on your next fair.  We want
    you, your principal, your teachers and your students to be happy and
    consider your fair a great success and your feedback is vital for us to
    continuously learn and grow.

9)  Thank your Teachers, Students and Administration!
    Just like any good host knows, make sure you take a moment to send a note
    or email of thanks to your volunteers, your teachers and your administrator.  
    Consider making a poster for your check out desk announcing your success
    to your students.  If you used your profits to make a special purchase or
    bring an author event to your school…let them know that their support of the
    book fair made it happen.

10)  Reserve your Next Date!
    We try to always accommodate everyone but, sometimes weeks do fill up so,
    the sooner you can lock in your dates the better to ensure you get exactly
    what you’re requesting.  

Here’s how:
  • You can tell your driver at Pack Up to reserve the same date for next year
  • AND/OR get $50 in books of your next fair by reserving your next fair directly
    on your Profit Work Sheet/Invoice
  • Choose the Contact Us Page on our website to call us, fax us, email us a
    note or email us directly at  schedule@cranebooksales.com  
Plan Your Book Fair
Planning Your Crane Book Fair
Keep it Simple – “Throw a small party!”