Hosting a Successful Event
Guest speakers, performers and workshop facilitators need their host organizations to help in the preparations to ensure that the event is as successful as possible.
Here are some helpful tips:
Before you make an announcement of the event:
Contact the agent directly as soon as possible and confirm your preferred date, time, location and directions.
Negotiate the event format, eg; open/closed, number of readings, lecture/interactive
If would like the author to speak or comment on other topics that may interest your group or class, refer to the Bio first and then negotiate content.
Order a sufficient supply of the Author's book well in advance; 4 weeks if possible.
If the author lives out of your area; discuss meals & accommodation availability.
Make sure the guest has a back up contact person’s information, in case of any emergency and vice versa.
Inform the agent of any special accommodations your staff or organization may need.
Advise the agent if the event is intended to be a fundraiser.
Gather a good audience:
Open to the public Events;
Fax/Email a press release to local media at least 3-4 weeks ahead. Include the Author/Speaker's promo package. A sample can be provided by the promoter.
Advertise in local newspapers. Invite your local news reporters and set up an interview.
Make use of radio/television/newspaper public service announcements. They are free.
Notify special interest groups--book clubs, local service clubs, schools, libraries, creative writing classes, senior citizen groups and professional associations. They can provide a ready-made market.
Set up a display complete with author's photos and books along with your organization’s promotional materials that is visible before, during and after the event.
Make a simple poster & flyer for distributing to local libraries, cafes etc.
Notify your staff and clientele; in your calendar of events, handout flyers and your organizations website.
Closed to the public events:
Make a simple poster & flyer for distributing through out your organization.
Notify your group in your calendar of events, with memos, flyers and on your website.
Set up a display complete with author's and your organization’s promotional materials before, during and after the event. Some promotional materials are available from the promoter.
Choose a Good Location:
Space: Provide a comfortable space with comfortable chairs for the guest and the audience.
Display Table: Books, products, promotional materials etc..
Sound System: If the room is large, such as an auditorium, be sure the sound system is conducive for the audience to hear the author and that the author can hear individuals in the audience. Be sure that the room is noise free; turn off all noisy equipment during the event.
Climate Control: Be sure the room temperature and lighting is comfortable.
Event Host: Delegate an Master of Ceremonies to introduce the guest, direct the agenda and close the event. Be sure to allow time for a question and answer period and time for signings following the event.