​





​NIWA EVENTS


PROCEDURES, ROLES &


RESPONSIBILITIES


POLICY



​​Effective: SEPTEMBER 1, 2023

In an effort to help our members to develop their sales skills, NIWA arranges to participate in several events each year. Generally, our event season begins in May and ends in December. These events provide opportunities for members to get their titles in front of the public.

There are four ways members can participate in events:

• BOOKS ONLY,
• In-Person as the LEAD,
• In-Person as STAFF,
• Volunteer to transport books and equipment

Whichever way you wish to participate, members must sign up via the website EVENTS pages.
​The deadline for signing up is 1 week prior to the event OR once the book limit is reached.

I. BOOKS:
    A. No matter which participation level you sign up for, members must prepare their books before the event.

• All books are to be labeled with the price. You may wish to purchase removeable stickers such as found on amazon.com (www.amazon.com/gp/product/B079ZZ2HM2).
• Members may wish to bundle their books (tie with a ribbon) and offer them at a discounted price. We have found over the years that people like a discount. Your bundles don't have to be books in a series. Bundles have to be brought to storage or the event already tied/boxed together. Staff will not do it for you. Additionally, bundles CAN NOT be undone at events and books sold separately.  
• Books participating in events MUST be registered for the year. This means book prices are set for the year and can NOT be changed to prevent complications at checkout during events. Once they have been registered, you will then assign them to an event via the event's signup page.   

     
    B. Based on the size of the booth/table at the event, the number of titles will be capped to prevent overcrowding. 

    C. The number of copies of each title is determined by the number of days of the event and the sales history of the event.
​         Typically, this may mean: 

For individual titles/books:

• One day = 2 to 4 copies,
• Two days = 4 to 6 copies,
• Three+ days = 6 copies.

For bundled books:

• ​​One day = 1 to 2 bundles
• Two days = 2 to 3 bundles,
• Three+ days = 3 bundles.

    D. If you are NOT storing your books with NIWA's storage:

1. You must deliver your books to the event ​during the set-up time.
2. At the close of the event, you must return and pick up any unsold books or make arrangements for someone to pick them up for you. Otherwise, your books will be taken to storage, and you will be charged the $7.00 storage fee.*
3. ​If you have signed up to work a shift and are not storing your books with NIWA storage, once your shift is over, you must return and pick up any unsold books or make arrangements for someone to pick them up for you. Otherwise, your books will be taken to storage, and you will be charged the $7.00 storage fee.*

*Note: Staffing members are not accountable for taking care unsold books. It is each member's responsibility to take care of their own books.

II. SIGNING UP FOR AN EVENT

E. There are three steps to signing up for an event:

NOTE: Everyone planning to send books to events during 2025 must register all the titles they are plan on sending to events ( www.niwawriters.com/2025-event-book-registration ). Don't worry, you may add to the list throughout the year. Once you have registered, you are set.

​On the Event Page:

Under Part 1: If you wish to help out with the booth. Please fill out part one and click Submit.  If you are not able to help out in-person, skip Part 1 and fill out Parts 2 & 3.

Under Part 2: 

• Select the event.
• Select your email address.
• Then click on the box beside each title you wish to send to the event.

Under Part 3: Pay your table fees.
You pay for each separate Title.
For example:
​If have 3 copies of the same title = 1 Title, 1-fee.
If you have 3 copies each of two different titles = 2 Titles, 2-fees.   

NOTE: your books will not be added to the Accepted Books for this Event list until fees are paid. Be aware there is a cap to the overall number of titles for each event. If you delay in paying, you could be left off the table

Table fees can be paid online or by check (mailed to: NIWA, PO BOX 1171, Redmond, OR 97756. Include a note explaining how the money is to be applied.

III. DUTIES OF THOSE PARTICIPATING IN-PERSON:
    F. ALL STAFF MEMBERS:

1. In-person participants represent NIWA and therefore should dress neatly (business casual* - t-shirts that are plain, event theme related, or book related are acceptable. All clothing should be free from stains.) and conduct themselves in a professional manner - avoiding loud outbursts, making disparaging remarks about NIWA and/or its members, member's books or customers.   *At times, some events will require participants to dress in “costume” according to the theme of their event. Any costume requirements will be listed on the event sign up page. Please give consideration to this before you sign up.
2. ALL staff members are required to wear a lanyard with a NIWA name tag.
3. Staff members should greet visitors and ask them what they like to read, then direct them to the area on the table where they can peruse their preferred genre. Use the booklist to help answer any questions. Also, during slow times, it's helpful to read the back covers of a few books to help you become familiar with them. 
4. The goal for staffing members is to sell all the books on the tables or at least one copy for every participant.
5. In-person participants should not hover over their personal books but move around so they can help the visitors to our booth.
6. As a BONUS for those who staff our events: Staffing members may bring extra copies of their titles, including bundles, HOWEVER, the bulk of these are to be stored in their vehicles. They can bring a small tote (10"x13"x5") with added copies to the booth. These are to be stored until ALL copies on the table of that title are sold. You can replenish the copies in the tote on a break as needed.  The number of copies on the table should NOT exceed the event's book limit.
7. ALL STAFF MEMBERS are to assist with the set-up and tear-down of the booth. When the event is over, books should be carefully packed back into the bins. Tablecloths should be neatly folded, and any soiled linens reported to the Lead. 

   
    G. LEADS

1. The Lead is in charge of booth and the crew of volunteers and should communicate with them to ensure the equipment and books are transported from the NIWA Storage and returned to it. Being the Lead doesn't mean they have to transport everything themselves, they can delegate that task, however, it is their responsibility to see that it gets done. Some events may require more than one vehicle to transport what is needed. Therefore, the Lead needs to solicit help from members of their staff.
2. The Lead is responsible for ensuring the Square Terminal, the Hotspot, and the Battery Backup are fully charged and ready to go the morning of the event. For multi-day events, the Lead needs to make sure the three items are charged overnight and ready to go the next day.
   
3. The Lead will be asked to sign out the NIWA cashbox and Square terminal and must report any loss or damage to the Events Director and Storage Librarians.
4. There is to be only 1 designated cashier for the event. ALL SALES (cash, card), swag giveaways, and donations are to be entered into the Square. NO non-cashier staff member is to handle transactions. Direct the customer to the cashier to complete their purchase.
5. The Lead is responsible for counting the cashbox at the end of each event day and reporting it to the Events director. After the event, the Lead will turn in the cash to the Storage Librarian.
6. The Lead has 24hrs to return all equipment and the cashbox to storage after the close of the event. This is critical as, at times, we have another event the following weekend.
7. The Lead is responsible for ensuring the booth/table is set up according to the NIWA standards. A suggested floorplan is sent to the Leads along with the staffing info and master booklist.

Regarding the table set up –

• all tables should be draped in the blue tablecloths, covering the front and ends exposed to the public within 2 inches from the ground (make use of the clips to hold the tablecloths in place and to make sure the tablecloth isn't a trip hazard - pay extra attention to the corners).
• if a table topper specific for the event theme is used. It should go on top of the blue tablecloth but should not completely hide the blue.
• a table runner with the NIWA logo should be placed so that the logo is clearly visible to the public.
• any personal member posters should be placed or hung at the back of the booth. They should not be placed on the table.
• all titles are to be placed on the table within reach of the public.
• Titles should be placed by genre.
• during set up before the start of the event, the Lead (or the person(s) they assign) should take an inventory of the number of copies of each title and note it on the master booklist.

Note:
NIWA members will do their very best to ensure the safety of all books at events; however, not every visitor to our table/booth may have honest intentions. Should a book be damaged or stolen, NIWA is not responsible for the loss. It is part of the risk we all take when participating in events.