It’s Spring, and along with a seemingly endless list of holidays, you may want to squeeze a book festival or two in between all the festivities. Whether you’re attending online or in person, as a volunteer, exhibitor, speaker, seller, or just looking for a pleasant way to spend an afternoon with the kiddos and dog, strolling among throngs of fellow book lovers, here are a few ways to make your experience worthwhile and even profitable.
BEFORE:
The Boy Scouts had it right—the single best piece of advice I can give is their motto: Be prepared.
Time was, a girl could just apply lipstick, mascara, a bit of blush, grab her purse and keys, and fly out the door. That may have worked a few decades ago, but today you have a better chance of success with some preplanning. A week or two is not too early.
Find out who will be there. The Los Angeles Times, for example, publishes a detailed supplement listing every author and organization that has purchased a booth. They’re grouped and color-coded by type. Spend an hour with this guide and a notepad, and indicate the booths you want to visit. It could be an author you want to meet or an organization you’re interested in (e.g., Romance Writers, Editorial Freelancers Association, various publishers) or speakers you want to hear. Some will require tickets, so get those in advance; others will speak in one of the outdoor tented stages. If there are people you want to meet, be sure to add them to your list.
Then map out a route so you won’t be hopping back and forth over a large campus. It can be wearing, especially if the weather is hot (or, eek, raining), plus it uses time. Take note of the locations of the restrooms, snack areas, and food courts. Note the parking information, location, whether you can purchase in advance, and how to pay. Get gas in advance, and any minor repairs. Consider taking public transportation.
Advance promotion: If you’re reading or in a booth with a lot of planned activity, send out a press release, including to the festival PR office. If it sounds interesting enough, they may point media to your booth or your talk!
If there are specific people you want to meet, email them beforehand and let them know.
Don’t be shy: promote yourself on your social media, both your own and any organization you belong to. Let them know why they should look for you. Don’t make it hard sell; sell them on the experience.
What to take with you: You may find books to purchase; some may require cash, so take some with you. Take a lightweight tote bag; you’ll acquire more at the venue, but you may need one initially. Take important supplies: sunscreen is a must! Also, a hat and a water bottle. If the weather is very hot, take a mini fan. For iffy weather, include a mini umbrella and a disposable plastic raincoat.
Take your promo material: business cards, brochures, book proposal or one-sheet press kit. If you’re also working at a booth, make a name badge for yourself with the booth number prominent, and also write the booth number on your card.
A notebook and pens. Hard candy, non-salty snacks.
If you have an opportunity to volunteer in a booth, do it. You’ll meet more people and know you are contributing to the event's success. For many years at the IWOSC booth, I’d sign up for two hours and end up staying for five!
TIP: Most important, especially for women: comfortable shoes! Don’t even think of breaking in a new pair at a walking event! Put an alternate pair in the car. Dress in layers, as the weather can change by as much as 20 degrees throughout the day.
Have your 30-second “elevator speech” ready.
BEST TIP: Gather all your materials the night before, and lay out your outfit and shoes. Women, change your purse if necessary.
If you’re attending online, test your equipment a few days in advance. If you will be on camera, plan your blouse or shirt and see how it looks. Plan your background; it shouldn’t be too busy. If you’re using natural light, experiment to see how you look at the time of day you’ll be shown, and from what vantage point. Turn off external noise, close windows, and doors. If you’ll be interviewed, follow the instructions carefully and make sure everything is in working order in advance, not the same day.
DURING:
TIP: Note your parking place! There’s nothing worse than getting to the parking garage, exhausted after a full day walking and talking, only to realize you have no idea where your car is!
TIP: Stay hydrated! Especially in hot weather.
Don’t just promote yourself or your book at a booth someone paid for. Be courteous; listen to what they have to say, and then, if it feels appropriate, briefly mention yours (30-second elevator speech, remember?). Before leaving your material with them, ask if you may do so. Don’t take up too much of their time if others are waiting. Make tentative arrangements to talk later.
TRAP: spending too much time listening to someone’s long pitch if it’s not of interest. Time goes by quickly at these events, and you don’t want the day to end without seeing most of the booths and people on your list.
If you’re volunteering at a booth, follow all instructions. Be sure to arrive 15 minutes before your shift so they’ll know it’s covered. Talk to booth visitors; if you’re talking with another booth volunteer, turn away and talk to the visitor.
Although it may be tempting, if you’re working in a booth, don’t bring children or pets unless arranged beforehand. It can get busy and you can’t really attend to a child or a dog.
Help put things away at the end of the day(s).
Help keep the booth neat. Keep food and beverages out of sight. Keep supplies on the ground under the table.
Enjoy everything! I can recall the very first LA Times Festival of Books at UCLA (it was held there for 15 years, then moved to USC). People came from far and wide! I kept hearing people say, “This is so wonderful. We don’t have anything like this at home.” We really are fortunate here in Los Angeles—great locations, weather, book lovers, and lots and lots of authors and organizations.
AFTER:
TIP: Sort all the material you’ve collected. Toss what you don’t need. Sort the rest into follow-up or reference.
TRAP: Tossing the stuff without sorting.
Give people time to settle back to their regular schedule, then follow up with what was discussed. If you’re asked to submit something, do it as soon as possible.
TRAP: Waiting too long or not sending, period.
If you took pictures, post them on your social media, giving a positive report of your experience. Be nice and supportive about the event and participants; if you have criticisms, be nice about it, or DM privately to the organization leader. Most everyone has put a lot of time, energy, creativity, and money into making a good festival. My motto when I was president of IWOSC was: Praise publicly, criticize privately.
Send thank you emails as appropriate: to booth organizer, co-volunteers, anyone who helped you.
BEST TIP: Make notes for next time: what worked, what you wish you had done differently. If appropriate, send to booth organizer.
NOTE: Which section of this article is the longest? Now, prepare and enjoy!
Flo Selfman, “the lady with the red pen,” is a copy editor-proofreader and PR consultant for award-winning books, both fiction and nonfiction, in several genres. She was president of the Independent Writers of Southern California for a dozen years, stepping down in 2016. Winner of the Honorary Achievement Award from The BookFest (Spring 2023). Flo is working on a collection of stories and can often be found exploring SoCalif, camera in hand.
