How to Plan Author Events that Rock

Every now and then I like to feature other perspectives on my blog. Today is one of those days. Have you ever had to plan event for your team, workplace or a non profit organization that you volunteer with?  What about pull a fundraiser together for your children's soccer team (at the last minute). How about help your friend who is hosting an event for their company? 

Planning successful events has both a science and art component to it.  From my experience exhibiting and speaking at events around the globe, I know that creativity, a purpose, passion and planning are part of that science and art mix.  Today my friend Sheri Fink shares her tips about planning events for fun and profit.  Thanks Sheri for being my guest blog!

A Best-selling Children’s Author Shares Strategies to Plan Author Events for Fun and Profit

By Sheri Fink

I just got back from one of the most beautiful and amazing weeks of my life. I did a Book Tour in my hometown and enjoyed reading my books, The Little Rose and The Little Gnome, and empowering children to pursue their dreams. I write books that inspire and delight children while planting seeds of self-esteem and I love speaking and sharing my stories.

It was a busy week in which I visited several schools, spoke to over 2,000 kids, had an author visit with local Girl Scouts, hosted a pajama party at the library, and was interviewed for print and TV. It was a dream come true! If you are an author or aspiring author who dreams of doing something like this yourself, here are some strategies that can help.

There are many reasons to do author events such as school visits, speaking engagements, paid appearances, etc. Here are a few of the top reasons you may want to consider doing an author event:

1. To get paid for your visit, speech, advice, and/or appearance

2. To sell more books in person at the event

3. To build your email list and Fan base

4. To meet new customers who can buy from you again in the future

5. To get positive publicity for your books

6. To connect with your readers

7. To get photos and testimonials for your author website

8. To have fun!

The most important thing to remember when doing an author event is to take care of as much as you can in advance so that you can be completely present and attentive to your Fans. There are several things you can do in the planning process to make event day run smoothly:

1. Recruit a team to help you at events. Do you know anyone in the area? Can you enlist the help of friends, family members, or interns? Tell them exactly how they can support you on event day and give them whatever tools will be needed.


2. Send book pre-order forms in advance of your visit (when appropriate). Set a date to receive the orders. Sign and personalize all of the pre-ordered books a week or so before your appearance. Bring or ship the books to arrive the day of the event.


3. Provide written content (such as your bio, blurbs about your books, and reviews), images (your picture and your book covers), posters, etc. to enable the venue to easily promote your upcoming appearance.


4. Map out your venues so you know exactly where to be, when to be there, and how to get there.


5. Plan your schedule to have breaks between events so you can refuel your energy.


6. Provide a list of any equipment, special set-ups, tables, chairs, etc. that you need prior to the event. Ask if the venue can provide a microphone, a screen and projector, etc. if you know you will need them.


7. Always add value. Do you have additional resources that may be helpful to the venue? For example, if you’re speaking to a school, do you have lesson plans, coloring pages, discussion questions, etc. based on your book? Send them so they can be shared with the teachers and kids.


8. If you’re not sure about something, ASK. Some venues have rules that are unique. For example, some schools have sensitivity around photos being taken. Get clarification upfront so you know what to expect on event day and can make it a positive experience for everyone.


9. Reach out to the local media in the area you’ll be visiting and invite them to the events prior to your visit.


10. Promote your upcoming appearances on Facebook, Twitter, your websites, your email newsletters, etc. Fans love to know what you’re up to and to visit you when you’re in their local areas.

A huge part of my success has been from enlisting the help and support of others to accomplish my mission. At the Book Tour events, I had a wonderful team of three people who were carrying the cases of books, running the laptop, playing the introduction video, advancing the PowerPoint slides, setting up my table, making sure I had water and snacks, and taking care of purchases. This enabled me to completely focus on sharing my stories and inspiring the audience. When families brought their books to my signing table, I could talk with them, sign their books, and take pictures without worrying about everything else being done.

On event day, be sure to thank everyone who helped make the event possible as well as each of your Fans who took the time to come see you. Practice your readings and speeches and trust that the right words will come at the right time. Make it an extra special experience and memorable experience for your Fans. Have fun and just be yourself…that’s who everyone has come to see!



Happy Travels!

Sheri

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Sheri Fink is a #1 best-selling children’s author and an international speaker. Sheri’s first children’s book, The Little Rose, is an enchanting story about a rose growing in a weedbed who learns to accept and love herself despite her differences. Published in March 2011, The Little Rose has been a #1 best-seller on Amazon for over 45 weeks and is being adapted into a play. Her second inspirational children’s book, The Little Gnome, helps children learn to look for the good in change and debuted at #1 on the Amazon best-seller list in March 2012.

In 2011, Sheri was selected as one of the top “50 Great Writers You Should Be Reading.” She is featured in several inspirational non-fiction books, including two international best-sellers, Self-Esteem Doesn’t Come in a Bottle by Kelly Falardeau, and Dare to Dream: This Life Counts by Debbi Dachinger. Sheri is a proud supporter of organizations that make a difference in the lives of children, especially Reading Is Fundamental and the Girl Scouts of America.

To discover more about Sheri and her books, connect on Facebook at www.facebook.com/SheriFinkFan and explore http://www.thelittlerosebook.com/.


      




   

Whoops- I so didn’t mean to say that!

How many times have you heard someone say “Whoops! I didn’t mean to say that!” or “Geesh, that didn’t come out the way I wanted. My bad!” or something along these lines.

As a speaker and an attendee of many tradeshows, events and meetings, you would not believe what I hear people say.  At a book event, I heard an exhibitor say “I only got an hour sleep as I was out partying all night- hope I don't wreak of alcohol” and another exhibitor at a conference who said “obviously they don’t know how to plan an event, no one is coming to my booth!” (saying this to a lady passing by who was helping the event organizer, which she found out later). YIKES!

When you are representing your business, your brand, or product, you must discern between what a conversation is for close friends you trust (and not in front of customers or event attendees) and what is for public consumption, and what is sometimes just better left unsaid or to yourself.  Your words leave lasting imprints in people's minds about your credibility, professionalism, and most importantly, how you do business!

After facilitating hundreds of dialogues between individuals through mediation and facilitation processes, I have watched people over and over again speak first, and think later. I have witnessed the judgments that get made and how words can hurt others, or your business. I love this quote by Earl Wilson…”If you wouldn't write it and sign it, don't say it.” As well, sarcasm is not always understood (or appreciated), be careful when and with whom you chose sarcasm. This is great advice for communicating, especially at events. The reality is – what you say often gets back to others.

Here are three tips to careful and mindful communication:

- Think before speaking (consider “is this comment appropriate for this particular person?”,

- Am I prepared to “back my words” if I needed to in future?

- Would I be comfortable putting what I am about to say in writing? If not, you may want to rephrase.

Bonus tip... ask yourself "why am I sharing this with the other person?"

Communication doesn't have to be perfect, but it does need to be mindful, otherwise you find yourself in lots of re-do situations.  And the re-do is always more uncomfortable than the first time around. Each communication is an opportunity to learn and refine your message.

Why Having an Skilled Emcee Creates Lasting Memories..and Success!

This week I launched my new radio show, Conversations with Charmaine, a very exciting day, as I had stepped into something new and accomplished a goal that had been brewing for the past year. My guest Seanna Collins offered incredible tips for business owners, communications staff and event planners about working with the media and hiring a skilled emcee for your next event!



SEANNA is a multi-faceted experienced broadcasting personality offering a variety of media talent services. She has a sterling reputation of being a person who “walks her talk” and can always be counted on to pull it all together. SEANNA’s television career includes hosting her own lifestyle programs, prime-time entertainment specials, live on-location broadcasts and numerous client commercials. She has also made cameo appearances playing the role of a TV reporter in Canadian movies and the primetime TV show “Fear Itself” for NBC and Lions Gate Entertainment out of Los Angeles. www.seannacollins.com


Seanna and I spoke about the valuable role that a professional emcee plays in any corporate event including: setting the tone for the event, managing challenges (e.g. room temperature, instructions for silent auctions, a late speaker, etc.) with ease and grace, keeping the event flowing on time, to name a few. Seanna pointed out that it is often the emcee that guests at corporate events, weddings, assembly's ect. remember, so make sure the emcee is leaving a great impression.


We also spoke about the role of media and how many times small businesses and organizations fear publicity, however Seanna reminded listeners that the media can be an extremely effective tool to dispel rumours, shed light on an important community issue or event, to showcase the good news stories in the community, and to recognize those that are making a difference.

You can listen to Seannna's interview at Conversations with Charmaine:
http://www.blogtalkradio.com/charmainehammond/2012/02/15/guests-david-irvine-and-seanna-collins