Organizing a Book Festival
Motto: Writers write.
Showing authors the best of what an area offers encourages them to write of what we know – i.e. the Panama City area has the most beautiful beaches in the world, the finest accommodations, the best restaurants, and premier cultural events to entertain and educate every palate.
Participants in Festival will include:
Authors: Fiction and Non Fiction
Screenwriters
Agents
Editors
Book Bloggers
Book Clubs
Writers
Readers
Chairperson: Shall oversee the event checking with the chair of each committee to ensure that all is proceeding according to schedule. Issues invitation to event to authors/agents/editors/book bloggers. Arranges for and co-ordinates with treasurer for W6 forms to be included in author correspondence and presentation of honorariums. Officers (Chairperson, Vice Chair, Secretary and Treasurer) meet regularly to review progress of committees. Negotiates for venue.
Book Selection Committee: Festival Chairperson heads up this committee. Committee includes librarians in the different genre and others from the community and Foundation board. Committee reads and considers books submitted by authors through the website application. May request video of presenter to insure author interest to those who attend Festival. Selects agreed upon number of authors in varied categories and genre. Presents email Word document report to chairperson three months prior to the event.
Agents/Editors/Publicists Committee Invites book publishers in surrounding states (i.e. Florida, Alabama and Georgia) as well as New York and Los Angeles to attend the festival. Should agents agree to come, co-ordinate meetings of attendees who wish to make a 3 minute presentation of their COMPLETED novel to a participating Agent and/or Editor. Bring in Publicists, now a necessary part of the book business.
Vice-Chair: Will serve as contact person for all participants. Will email participants with form to fill out regarding all needs: projector, wifi, transportation, accommodations, and will therefore be the liaison communicating these needs to the chairpersons of the different committees. Include a W-9 form so author may be reimbursed to be mailed to the Treasurer. Vice chair will then keep a record of each communication with committee chairs and authors in order to double and triple check before the event. MAKES SURE EACH PARTICIPANT HAS A PACKET WITH INFORMATION, SCHEDULE AND TICKETS TO EVENTS. All has been clarified as to events free to presenters and which a spouse must pay to attend.
Treasurer of the event handles the Reservations marking the seats in the selected presentations on a chart much like the one used by the Civic Center to reserve seats for events for those who choose to register online for a $5 fee. Might consider using the Square (or some form of credit card capability) on the IPhone to charge and email receipt. Registration ends 1 week before event and all remaining seats will be free as available. Treasurer reimburses authors with honorarium and travel expenses. Works with Book Signing and Moderators Chairperson on ordering and reimbursement of books for Festival.
Secretary will decide on which size room the presenter will need keeping early sign-up response in mind. The facilities at local universities are usually most accessible to those who attend these events. One would think an event of this type would be partially sponsored by the university so that the cost of using the facility would be waived (to encourage reading and writing, a university goal. Chairperson will have negotiated this.). Should an event prove popular enough another time will be set up so more who want to hear a certain presenter may have that opportunity. Will take notes of meetings. Formulates schedule of event for publication.
Committees:
Website: People plan ahead to attend these events. Getting the website up and active is critical to success. Plus EVERY GOVERNMENT AND VISITORS WEBSITE SHOULD LINK TO THIS WEBSITE.
1. Page for author to request invitation to participate in Books Alive. Include blank for name of novel, publicist’s name, address and email, publishers name, address and email, whether or not author would like to be an AUTHOR IN THE SCHOOLS
2. Selected Author pages should be set up providing ALL INFORMATION for presenters (housing, transportation, events, will tickets be provided to lunch, events, etc and will significant other be required to purchase ticket (provide link so that such purchase may be made), schedule of all events for authors
3. SCHEDULE OF ALL EVENTS should be posted on website 6 weeks prior to event.
4. Include biographies of all authors
5. Online signup for events and sessions with $5 registration fee to reserve seat for event. Remaining seats will be free to first come. Also offer opportunity to purchase ticket online for Keynote address and special events.
6. Web page and Fee for Reservation to participate in Agent/Editor meeting
7. Hyperlink to area hotels with special event pricing for those who wish to attend the Book Festival. Make sure hotel is on Trolley (public transportation) path.
8. Contact information should be easily accessible
9. Trolley information should be made available because some attendees and presenters may choose that mode of transportation.
10. Effective festival websites
Publicity Committee: All who have previously attended events should get a schedule and order form in the mail and by email six weeks prior to event. Newspapers within 100 mile area should be provided PR materials and a telephone follow up. Schedule television and radio interviews. Incorporate Twitter, Books Alive Blog with guest hosts, and Facebook Page for 2015 Books Alive. Have ALL Books Alive participants invite their Facebook friends to the event 6 weeks ahead AND send a reminder 2 weeks ahead. Presents email Word document report including copy of PR materials to chairperson four months prior to the event. Billboard for Books Alive? Articles in Atlanta, Birmingham, and Tallahassee papers. List with Community Affairs on Cable networks. Insert info sheet into property tax or utilities bill. Alert Senior Citizens Center on Beach and Snow Birds. Sign up information included in Community Service Brochure through Gulf Coast? Presents email Word document report to chairperson one month prior to the event.
Fundraising: City, County, Beach, Visitors Bureau, Corporations and Individuals. Might find sponsors for individual events. Present email Word document report to chairperson one month prior to the event.
Keynote Speaker Event: Acquire the Keynote speaker. Assign a host or hostess to squire our special guest around showing them the best of the area. If possible assign our keynote a private condo or beach house. Arrange the venue for the event (select the food, table arrangements, CHECK SOUND SYSTEM TO MAKE SURE SPEAKER CAN BE HEARD IN THE REAR OF HE AUDITORIUM) Present email Word document report to chairperson four months prior to the event.
Other Possible events to co-ordinate with Festival. Restaurants in area may volunteer their facility as a venue. Emphasize benefit to restaurant for publicity and author exposure:
High Tea and a Toast: Romance Writers Share Readings of Romance High tea provided by the Willows with hot tea. Open bar for wine. Listen to Romance Writers speak on writing romances (4:00 Saturday afternoon?) Hats encouraged.
Murder Whodunnit: Supper event organized by local theater group in which participants will solve a crime and Mystery writers will discuss writing fiction (Thursday or Saturday evening). Engage participants (authors, agents, etc.) in the event.
Book Signing and Moderators: Chairperson co-ordinates with official bookseller at event to make sure author’s books are ordered and available. Check and double check with publishers that each author’s books have been sent and are on hand TWO WEEKS ahead of the event. Arrange area with tables for book signings. Moderator will see to the needs (bottles of water, audio visual needs of the author in the assigned presentation room and will introduce the author. He/she will accompany author to book signing. Presents email Word document report to chairperson one month prior to the event.
Hospitality Committee: Arrange formal event for which tickets will be sold for a limited number of guests to visit with authors to be held in a very nice home of one of the event’s supporters/Arrange informal Saturday night event for the authors to be held in the home of another of the event’s supporters. Presents email Word document report to chairperson two months prior to the event. Hospitality Room for authors
Authors Hospitality Baskets – Gift Certificates, Free pass for the Trolley service. Restaurants who wish to offer gift cards to each author or contribute as many as they can to include in a basket from which the authors may draw, Activity venues (Gulf World, Miracle Strip, Golf Courses) Presents email Word document report to chairperson one month prior to the event.
Housing: Arrange with the nicest accommodations (i.e. on the Beach) to offer our authors accommodations. Presents email Word document report to chairperson two months prior to the event. Co-ordinate with Vice Chair.
Transportation: Trolley? Bus at central location? Individual volunteers? Pick the Author/Agent/Editor/Blogger up at the airport if need be. Arrange for transportation to and from events should need arise. Presents email Word document report to chairperson one month prior to the event. Co-ordinate with Vice Chair.
Exhibit Space—Limited spaces for exhibitors (publishers, authors, booksellers, etc.) Set up gourmet coffee bar as an added fundraiser. i.e. to be set up inside at a table lining the walls of the Foyer at FSU.
Local authors- You hope that people will come from all around to the event. Travelers want to know about the area they are visiting. Find some way to showcase local writers at this event. You have spent lots of time, money, and effort to advertise this event and bring people in to enjoy it. The same time, money and effort will not be spent on a separate event. Do not discriminate against local authors by segregating them to a separate event. Weave the best (determined by the book selection committee) into the program and provide a special area to highlight local authors in the exhibit space. You want them to succeed!
In addition, local authors may make your best volunteers. They love books and want to meet published authors! Draw also from area Friends of the Library and the Junior Leagues.