GUIDE FOR COORDINATORS
(you can find a Word version of this in the Yahoo Group Files section).
Setting up an event.
Whether it's a bookstore, a library, or some other venue, the basic principles are the same. Think of it like arranging a family function. There's a lot to do, but none of it's too complicated. If you follow this step-by-step guide, you won't go far wrong
If you have any problems/questions, post a 'HELP' message on the board at the Yahoo Group, chances are, someone will have come across a similar situation and know how to handle it.
Remember As the event coordinator, the buck stops with YOU. The New Jersey Authors' Network is not responsible for any part of any event that you set up. You have to make sure everything's in place.
It's your job to make sure everyone knows what's expected of them. You have the final say as to who else takes part, but use common sense. You’re the team leader, not Genghis Khan. Be polite, friendly and clear in your communication.
Don't be too proud to ask for help; offer to help; accept help.
FINDING PARTICIPANTS
Chances are, in the early days of the Network, there won't be enough people in your county folder to hold a multi-signing event.
Don't worry. Remember that PW report I mentioned on the homepage? There are plenty of authors in your county with books to sell, it's just a question of finding them. The first thing you should do is get in touch with any other New Jersey Authors you know. Spread the word. Promote the Network. After all, a multi-author event helps everyone, right?
Why not check with your library for a list of local authors? If you talk up the Network in a positive way, they'll probably agree in principal to hosting an event for you as soon as you're ready (my library did). While you're there, ask if they know of any local writing groups (or even reading ones). You can contact them too.
Send out emails to the authors on the library's list, asking if they'd care to join.
Handy tip: Don't limit yourself to novel writers. This system works equally well for non-fiction and anthologies too.
LIBRARY OR BOOKSTORE?
A library will likely be more concerned with having a well attended event than actual sales, on the other hand, people come to a bookstore to buy books, so you can expect to get better overall sales from the non-guests who attend an event at (say) Barnes & Noble, or Borders.
A library will be more open to self-published authors, but they'll want to screen the relevant books first (some bookstores might want to do that too).
If you choose to hold the event there, a library will advertise in the local press, but you need to do your bit too.
Contact local writing groups/reading groups (chances are, some of their members will be novel writers).
Handy tip: If there’s a local writing group, see if one of their members would do an article for their newsletter (and/or the local press). Ask for a copy of the article (not to judge, but to use as a reference in the future).
Go for a variety of genres (6 writers + 1 standby). Be flexible with your date and location. The venue you originally planned to use might not be the most practical. It's quite possible that you, or one of the participants, will know who to contact at the venue, but if not: A ONE-SENTENCE PITCH AUTHOR READINGS (optional) LEAVE THEM WANTING MORE Invite people to come up and meet the authors (and buy a book if they haven’t already). After the event, and before the authors leave, get them to sign a collective ‘thank you’ card for whoever agreed to let you hold the event.
Ideally, you need six writers (plus one standby). The standby should have an automatic place on the next event.
Put a message on the board at the Yahoo Group , inviting people to take part, or if you prefer, contact people directly from the links section.
ASK THE RIGHT PERSON
This may sound obvious, but whichever route you decide to take, make sure you talk to the right person. It doesn't happen often, but there are a few people who would rather say 'no' than admit they're not the one with the power. A 'Who do I talk to about book signings?' question, will not only help you avoid that problem, but also gives you a great opening line when you introduce yourself to the gatekeeper: 'I understand you're the person I need to speak to about arranging a book signing.'
Remember, if this goes well, you want this to become a regular event, so be professional in the way you dress and how you communicate with people.
When asking for a multi-author signing, use a one-sentence pitch (like the one above). Be prepared for questions, refer the gatekeeper to this site – he/she can review what we’re about at their leisure.
Help yourself, promote the Network: It's quite possible that the gatekeeper knows other New Jersey authors. Ask for contact details (or at least their names and book-titles). Remember, the more people in the Network, the better it is for everybody.
Make sure people understand what’s involved/expected of them (see guide for participants).
Reality check: If people go about getting their six the right way, the number of 'guests' at an event will be nearer fifty (since some of those personally invited will bring a spouse and/or a friend, others will turn up because they saw an advertisement, or just happened to be there on the day).
Communicate
Keep in touch with everyone in the run up to the event. Make sure you have their cell-phone numbers and they have yours. If someone isn't answering emails, give them a call. Don't assume things are going smoothly for everyone. Aside from the usual 'life' issues that can get in the way, some people will have more trouble inviting people to an event than others. In most cases, all they need is encouragement and a little support.
A week or two before the event
Remind the participants to put themselves out there to try to bring people to the event.
Get them to send you a couple of questions they'd like to be asked during the Q&A session (you can use them to keep things moving).
Agree the speaking order. Put yourself in the middle (since you'll be introducing and closing the event). Have a confident speaker go first, to set an example for the others. Remember, some of the authors will be nervous. they need to know that's perfectly normal, and that they'll settle down once they get started.
Buy a 'thank you' card for whoever agreed to let you hold the event (you'll need to get the others to sign it on the day).
Call the other participants. Make sure they know they need to be at the venue at least thirty minutes before the signing.
IMPORTANT: Remind them to call their 'guests' a follow-up call a day or two before the signing.
ON THE DAY
Remember you are the ‘host’. The other participants look to you to set the lead. Dress smart-casual. Be the first one there.
Prepare simple (folded paper/card) name-plates for participants, so that the audience knows who's who.
In addition to your book talk, you need to do a brief introduction and a ‘thank you for coming’.
START ON TIME
Even if you're expecting more 'guests' to arrive. The most important people are the ones who are there right now. Don't insult them by keeping them waiting.
INTRODUCTION
In your introduction, welcome those who turned up. Remember to thank the library/store - and more importantly, whoever agreed to hold the signing - by name.
Rather than devote the whole pre-signing session to a panel Q&A, you might prefer each author do a reading, and have a shorter panel. If you do, introduce each author when it's their turn to speak. Pay attention to their talk. Have a note of their latest book/genre. Keep an eye on the time. Use a pre-arranged signal to let them know if they're taking too much time.
Handy Tip: If you can, put authors who are used to talking in public on first and last.
Some people are uncomfortable/nervous/petrified when talking in front of others. They'll get better with practice, but for now, you need to look out for them. If they dry up, help them out. That's where those questions they sent you come in. Aside from those, you can always ask: 'How long did it take you to write your book?', or 'Is this part of a series?'
PANEL Q&A
Whether you start the Q&A after your introduction, or have the authors do readings first, remember, you are the moderator. You need to make sure that everyone gets a fair turn at the mike, as it were.
When it’s over, thank the library/store and your contact again. Thank the audience for coming. Tell them to keep an eye out for future events. Talk up the Authors’ Network. You never know who they know. The more people that use the network, the more signings you get to attend.
Handy tip: Even if that person attends the signing, mail the card to them. They’ll appreciate the gesture more.