Author Prep List for Upcoming Book Events
What to do and when to do it
(This post originally appeared on my blog, The Writer’s Place.)
It’s finally here. The day you’ve dreamed about for so long.
Your book is out in the world, and now you can sign copies for all your thousands of fans.
Or hundreds of fans.
Or your parents, best friend, second cousin by marriage on your uncle’s side, and anyone else who will show up at your bookstore events.
The truth is, we never know how many books we’re going to sell or how many people are going to line up for our signings.
Will we be swamped with requests to endorse our books?
Or will it be one of those experiences where we are ready, pen at hand, but no one asks for our signature?
Since we have no way of knowing the outcome, the best we can do is all the necessary prep work to increase the odds that our maiden voyage on the Sea of Authorship is smooth sailing instead of a sinking experience (pun intended).
It’s all about what to do and when to do it. (Need some tips on how to approach bookstores to get your signing scheduled? Read this post.)
As soon as your event is confirmed
Add the following information to your website calendar of events: when and where it’s taking place along with a link to the location. Then create an event on your Facebook page as well.
Ask the event manager what is needed from you in advance: images, bio, social media links? Then provide it ASAP.
Create images promoting your event including the date (with year) time, location, and any other relevant details for use on social media.
Schedule social media posts to go live at least twice a week for each event starting at least two weeks ahead of time. Make your content engaging and inviting and be sure to show your book cover. You can include links to the location as well as to the page on your website where people can find out more about your book.
Order your event materials: bookmarks and signage for sure, a table cover and table runner if you desire. But don’t go overboard. I used to spend a lot of money on 6-ft vinyl banners but then would have to buy a new one every time I released a new book. Now I buy a foam board poster from GotPrint that is more economical and an easy-to-carry stand on which to put it.
Have a few eye-catching items for your table: a small bouquet of flowers or something that relates to the topic of your book. My preference is to bring several balloons that I tie to my floor stand, letting them float high enough so they are visible above the bookshelves. Then, when I am doing my meet-and-greet floor walk (see this post), I can point to the balloons and say, “That’s where my table is! Stop by and check out my books!”
Buy a wheeled cart to transport your books and display items into the store. I have a collapsible one that holds two lidded bins side by side—ideal if it starts to rain or snow! If you have a foam poster, bring a large trash bag to cover it if the weather turns nasty.
If you only have one book, stack a few of them and then put your book on a display stand on top for better visibility. More than one book? Bring a collapsible rack that can hold them all, as well as individual stands in case the table you are assigned isn’t large enough for your big stand.
As for what to do with your bookmarks, I have found that these holders are the best way to make them easy to take without using up a lot of table space. (Just measure your bookmarks ahead of time to make sure they will fit.)
And of course, you’ll need pens or markers as well as a notebook if you want to keep track of certain information.
1 month before
Email press releases to local media about your upcoming event. Include a brief description of your book, a brief bio, and a link to the page on your website where images can be found and downloaded. Mention that you are available for interviews and that reviewers can reach out to you for a review copy. (Note: Always write your press release in third person.)
If you send out a newsletter, include the upcoming event in the content and ask your subscribers to spread the word.
Confirm the date, time, and stock status (who is supplying your books and if the store is handling it, if the order was placed). If you haven’t already asked, find out if consignment sales are permitted during the event. If not, and if the books don’t arrive as planned (and yes, it can happen!), then you won’t have anything to show or sign.
Ensure you have sufficient stock status to bring to the event even if the store was ordering them. I load my car with at least 10 copies of each of my books—the latest one and my backlist—just in case I need them during the event.
Double-check that the information on the store’s website about your event is correct. Trust me. I’ve had stores post the wrong book cover, the wrong date and the wrong time! Luckily, I caught the errors early enough so they could be fixed.
2 weeks before
Double-check the stock status if the store is supplying books. Did they arrive?
Double-check your stock status. Do you have books, bookmarks, signage?
Double-check the directions. Do you know how to get there, how long it will take (especially if there is road construction) and what time the store opens? (I like to get there an hour in advance. But once the signing time was right when the store opened, which meant I sat in the parking lot and waited. And waited. And waited.)
Paperwork
Create a consignment form if the store takes books on consignment. Include the title, ISBN, number of quantities you’re leaving with them, retail price, store percentage for handling sales, the date, name and signature of the person who accepted your books on consignment, the length of time the books will remain on consignment, and the address where the check for sales should be mailed. (Have a duplicate copy so you have one for yourself.)
Create an inventory form for the day of the event if you are bringing stock to sell. Information includes the title, the starting quantity, the ending quantity, the total sold, the retail price, and the store percentage. If the store doesn’t cash you out at the end of the event, include your address so they know where to send the payment. (Keep a copy of the completed form for your records.)
Have a brief intro about you and your book printed out that store personnel can use to make announcements during your event. That way, the book title and your name are correct!
After the event
Take the time to pack your bins in an organized fashion. It will make it so much easier for the next event.
Make a note if you need to order more books or bookmarks.
Post on social media how much you enjoyed being at the store, thank the staff for treating you well and, if the store has copies of your book on hand, mention that as well.
Track how many copies you sold and what you could have done to make the event more successful.
Then get ready to do it all again!
Need more tips? Check out this post. And for more advice on what to do when you’re writing a book, choosing a publishing path and marketing it once it’s released, get your copy of RUT-BUSTING BOOK FOR AUTHORS!
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Or maybe just read my novels and short stories, which, in the end, are more about me than anything else.