​NIWA EVENT 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:

• 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 on the table is based on the number of days of the event. The figure was calculated using the averages of titles sold at events.

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

Members may bundle their titles either by boxed sets or tied together. These bundles cannot be undone during an event to sell the books separately.  The number of bundles available at an event are as follows:

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

All events are listed on our website under Members Only > Events.
The deadline to sign up to participate is 1 week prior to the event or once the booklist has reached capacity for the event.

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.

ALL Participants when sending books to events:

• Price your books. Set the price at the beginning of the year and leave it. We cannot guarantee price changes.
• All copies of your titles must be marked clearly with the price.I use removeable stickers: amazon.com/gp/product/B079ZZ2HM2
• If delivering books to the booth at events, books must be delivered during SETUP. Those working don't always have time to redo the tables to accommodate your books during the event.
• After the event, those who delivered books must return to pick up unsold copies. They will NOT be taken to storage unless prior arrangements are made with our Storage Librarian.
• If sending books from storage, make sure your books are available in storage a week before the event. (It is each member's responsibility to maintain an inventory log of their books in storage. After each event, you will be informed of any sales. So you can update your inventory.)

 
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. NO other staff member is to handle transactions. Direct the customer to the cashier to complete their purchase.
• 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.
• 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 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.
• an “out of stock” notice* the size of the author’s book cover may be left on the table when all copies of a title are sold out. *download template and instuctions.
• 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.

 
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 are not to hover over their personal books but move around so they can help visitors to our booth.
• In-person participants should greet the 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.
• NEVER should ANYONE talk a visitor out of purchasing someone else's book in an attempt to sell them one of theirs. Reports of this conduct will result in your being banned from in-person participation at future events. This is NOT tolerated in any form.
• In-person participants represent NIWA and therefore should conduct themselves in a professional manner - avoiding loud outbursts, making disparaging remarks about NIWA and/or its members and our customers. Reports of this conduct will result in your being banned from in-person participation at future events. This is NOT tolerated in any form.
• 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") with added copies to the booth. These are to be stored until the ALL copies on the table of that title are sold. You can replenish the copies in the tote on a break as needed. 
• ALL in-person staff are required to wear a lanyard with a 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 before you sign up.

 
Books-Only Participants:

• Since our membership spans the Pacific Northwest, members may participate as Books-Only. Those living outside the Portland metro area may wish to take advantage of our storage provision. Keep in mind that ONLY the titles you are ACTIVELY promoting may be stored.
• If you are delivering your titles to the event, they must be there during the setup time - once the event is open to the public, it is too late. Bring ONLY the number of copies approved for the event. All unsold copies must be picked up at the close of the event unless prior arrangements have been made with our storage librarian to take them to storage.

 
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.​