​NIWA EVENT ROLES & RESPONSIBILITIES POLICY

Effective: October 14, 2022

In an effort to help our members 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:

• In-Person as the Lead,
• In-Person as Staff,
• as Books-Only,
• Volunteer to transport books and equipment.

Based on the size of the space and the number of tables, each event has a limit to the number of titles that will fit. Therefore, each event will have a limit to the number of titles each author/penname can have on the table.

The number of copies of each title is based on the number of days of the event.

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

All events are listed on our website under Members Only > Events.

To sign up to participate members must go to the signup page and fill out the form. There are three parts to the form, be sure to submit each section:

• Part 1: Choose your participation level: Books-Only, In-Person, or Volunteer to transport.  If you choose In-Person, add your name to the shift(s) you can work.
• Part 2: Sign up your Titles.
• Part 3: Pay your table fee.

Before your books are officially added to the approved booklist, your table fee MUST be paid. Table fees can be paid online via Square or PayPal or via a check. Once your table fee has been received, your books will be added to the Event Booklist at the bottom of the event signup page.
 
Duties
The Lead:

• the person taking the Lead is the head of the crew of volunteers for the event and should communicate with their crew. They are responsible for seeing that event equipment & books are transported from the NIWA Storage and returning it. They can do this themselves or delegate it, but it is their responsibility to see that it gets done. Some events will require more than one vehicle to transport what is needed. Therefore, the Lead needs to solicit help from members of their staff.
• the Lead will be asked to sign out the NIWA Tablet and Square and is accountable in the event it is lost, stolen, or damaged.
• there is to be only 1 cashier for the event. ALL SALES (cash, card), swag giveaways, and donations are to be entered into the Square. 
• 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.
• starting in 2023, the Lead will have a backup. In the event the first lead can’t make it, then the backup will step into the role.
• the Lead is responsible for ensuring the booth/table is set up according to the NIWA standards. A 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).
• 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 to where it crowds the table.
• an “out of stock” notice* the size of the author’s book cover may be left on the table when all copies of the title are sold out. *download template and instuctions.
• all titles are to be placed on the table within reach of the public. They should be placed by genre.
• during set up before the start of the event, the Lead (or the person they assign) is to take an inventory of the number of copies of each title and note it on the master booklist.

 
In-Person Participants:

• since these are NIWA events, it is the expectation that In-Person participants sell all titles with the same enthusiasm as they do their own – however, it is acknowledged that their books may sell better since the public wants to meet the author.
• In-Person participants may bring as many copies of their titles on the approved list as they wish, however only the number of copies permitted by the event can be placed on the table. When a copy sells, another copy may be put on the table to replace it. At the end of their shift, In-Person participants must take the extra copies home with them, leaving only the number of copies permitted for the event.
• ALL in-person staff are required to wear a lanyard and NIWA name tag.
• at times, some events will require participants to dress in “costume” according to the theme of the event. Any costume requirements will be listed on the event sign up page. Please give consideration to this when you sign up.

 
Books-Only Participants:

• since our membership spans the Pacific Northwest, members may participate as Books-Only.
• send ONLY the number of copies approved for the event

 
At Closing:
Staff members should carefully pack the books into the bins keeping all copies of a title together, and if possible, all author titles together.
Tablecloths should be neatly folded, and any soiled tablecloths brought to the attention of the lead so the tablecloth can be cleaned before the next event.
All equipment, cashbox, and books should be returned to the Storage Librarian within 48 hours after the event unless prior arrangements have been made.
 
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.