Vendor events - like craft fairs, holiday festivals, and conferences - can be great places to sell books and market yourself as a local author. But, they can also be a LOT of work! This list is our attempt to make it easier for you! Below you’ll find a comprehensive list of EVERYTHING you’ll need to set up at your next book event - with links to purchase the items you might be missing!
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The Big Stuff
Table
Most events provide a table for you, but just in case, we love this one that folds in half and has a handle for easy carrying.
Chair
Again, most events SHOULD provide you with at least one folding chair. But, if they don’t…(or if your back just can’t handle a whole day of sitting on unforgiving metal), you might want to invest in this folding director’s chair. The height keeps you from being hidden behind your table, and allows you to see and talk to customers easily. Again, it folds for easy transport.
Tent
If you’re doing an outdoor event, a tent or canopy is a must to protect you from the sun or potential rain. Wind is the biggest challenge when it comes to these, so choose one that’s sturdy and has anchoring options. You’ll appreciate that this one comes with a rolling case.
Wagon
A lightweight, collapsible wagon allows you to load up once, and pull everything you need to your assigned location without making a bazillion trips back and forth.
Displays and Marketing
Table cloth
If your event is indoors, any basic tablecloth will do. I recommend a solid color, so your books stand out, and fabric, so you can wash and reuse. But, if you’re outside where wind might be a factor, invest in these awesome stretchable table covers. Lots of color options available!
Banners and signs
These are critical to vendor event success, so don’t skip them! Vistaprint has lots of options: vertical standing banners, hanging, printed table banners, and more.
Cardboard cutouts
If you have a stand-out main character, consider getting a large cutout made by a company like Standees. It’s a great way to grab the attention of young shoppers, and makes for a great photo opportunity too.
Book displays
When selling books, it’s critical that your customers can clearly see the covers. And with limited table space, you’ll want to go vertical. I like this cardboard display because it’s foldable and lightweight. But there are lots of other options on Amazon.
Swag
Stickers, bookmarks, pins, and other swag is a great way to draw in potential customers. Vistaprint has lots of options!
“Author” T-shirt
You wouldn’t believe how many people seem shocked upon realizing I am actually the author of the book. Wearing an author t-shirt like this let’s them know who I am right away and also acts as a good conversation starter. “Look sweetie…that lady is a REAL author!”
Candy
Kids are like hyper little hummingbirds - they’re attracted to things that are bright and colorful…and to SUGAR. So choose something you can buy in bulk that’s cheap and safe for most kids. Avoid small hard candies that little ones can choke on, and anything chocolate that can melt if you’re outside in the heat. Also avoid anything with peanuts! Suckers or tootsie rolls are great!
Business Cards
I didn’t think these were important at first, but boy was I wrong. So many people ask for them. Make sure to include your social media handles, website, and email address. Vistaprint to the rescue again!
Email sign up sheets
Vendor events are a great place to collect new email subscribers, and all you need is a simple blank form on your table.
The Practical Stuff
In addition to the items listed above, there are some general supplies I’ve found I usually end up needing at my vendor events. I won’t post purchase links to all of them, because you’ll likely already have some of them at home. But don’t forget to pack them and take them with you! (Or you’ll be sending your spouse out get them for you…not that I’ve ever done that before!🤪 )
Cash box
In my experience payments are usually about half card and half cash. So, make sure you have a cash box handy and keep it full of change.
Card reader
The type you purchase will depend on your banking preferences. (Square is popular.) But you definitely need to have a way to accept payments via credit card.
Bags
These aren’t necessary in my opinion if you’re just selling books, but if you’re selling additional products you might want to provide bags for customers who make a purchase.
17 & 18. Tape & Scissors
It seems like there's always a need for these at some point.
Sharpies and/or signing pens
Bring a Sharpie for making impromptu changes to signs, etc. and pens for signing your books.
20 & 21. Extension cords & duct tape (depending on the venue)
Some venues provide these, or you may not even need them. But if you have anything you need to plug in, it's best to be prepared.
Personal Stuff
22 & 23. Water bottle and snacks
These are especially important if you are manning the booth on your own and won't be able to leave to get lunch. But even if you have help, it's always a good idea to stay hydrated and fueled up!
Tylenol/Ibuprofen
A whole day of talking and making sales can quickly cause headaches or sore muscles.
Your phone
You'll need your phone to process credit cards with your card reader, call to check in with your family, call the organizer with questions, check the time, and so much more.
Oh, and the most important thing to pack for your next vendor event?
YOUR BOOKS!
Can you imagine someone being dumb enough to leave all their books at home for a book event? Me neither. I totally have never done this. 🤪
Click below to download a FREE printable packing list:
Tips For Having A Great Book Event
Now that you've got your vehicle fully loaded and ready to go, here are some general tips to make your next vendor event a success!
Make sure you have the cell phone number of the person in charge of the event - not just their email. When you aren't sure where to park or need a door unlocked, the organizer is probably running around the venue...not checking emails.
Arrive early. It's much less stressful to be ready and waiting when the first customers arrive than scrambling to finish setting up.
Be proactive! You'll never make sales standing or sitting quietly behind your table. Think of each approaching shopper as a potential new friend! Say hi, smile, and ask a question or offer a freebie.
Make sure your phone is fully charged.
Be prepared for any temperature/weather. For outdoor events, I NEED my sunglasses. And for indoor events I always bring a sweater or jacket. Sometimes the air is cranked up for big events and it can get chilly.
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