PART TWO
So, to the practicalities …
You’ll definitely need a constitution for the official book fair bank account and if you’ll be looking for grants, sponsorship etc.
Get started early; you’ll need plenty of planning time. Work out the best time of year for your area by looking around, seeing what else is on at certain times. Is there any event happening on the date you’d like that might help or hinder footfall to your book fair? Is there a festival you could link up with? Or a similar event to yours which would take away your potential public? If the latter, don’t be inflexible, change your date.
Book your venue. You want somewhere that people will pass and enter easily. (Check for disability access and facilities). And check that there is somewhere outside of the building that you can hang a banner advertising the book fair on the day – or, at the least, somewhere that you can stand A boards outside without causing any obstruction
Thorne Moore and I on the morning of our last book fair and hoping this banner will attract enough attention for our last book fair at the. It did – well, alongside the rest of the publicity we’d put out there over the previous few months, it did.
If you intend to ask your authors to give talks, hold creative writing workshops, hold panels on various aspects of writing or genres, or invite publishers to put on an appearance for talks or editor sessions (always a good move and the authors will thank you!), make sure there are enough rooms. Most importantly, make sure the actual room/hall you’ll be holding the book fair in is large enough. You’ll need a fairly spacious area because you’ll be inviting lots of authors to participate… won’t you!?
Also check for the number of tables and chairs the venue has. And make sure you can get your hands on more tables if necessary. You don’t want to have more authors than tables
Find out if the venue has public liability insurance. If not you have two choices, stump up for it yourself (in which case you could be paying out a fortune) or ask the individual authors to take out their own – much the better option and a lot of writers have their own insurance anyway.
Lists, lists and more lists! Try to include as much detail as possible and when things need to be started or completed by. You won’t always hit the targets but you’ll know when they go whizzing by (a bit like that deadline you’ve set for yourself with your WIP). Know which of you is responsible for each task. But don’t forget to ask for or offer help from one another… you are a team working to one goal.
And that’s it! This is what worked for us. And, for anyone brave enough to organise a book fair – good luck.
Oh, and don’t forget – you’re entitled to a little of the publicity for yourself.
Judith Barrow 