Authors: How to pack for a con

As I said last week, I started a series on working a conventions originally published on my 48Fourteen blog. I hope these are helpful for my author pals and aspiring authors.  Part 1 was all about the mental prep. Part 2 is about Physical Prep/Packing for a Weekend Convention

Inventory:

I pack specifically for the convention. If it is a science fiction convention, I might grab a few more Other Systems. If it’s a comic con I’ll grab more artwork. I also always consider attendance.

Finally: I set aside one book to get beat up for the season. Otherwise too many books get beat up. On the comics, I actually mark it “Display” with the novels, its easy just to stick it in the easel.

(Attendance less than 10,000)

15 Other Systems +display copy
6-10 The Light Side of the Moon +display copy
10 sets of Out For Souls and Cookies (Bagged and Boarded) + loose display copies
5 Additional Copies of Out for Souls and Cookies #1
7-10 Copes of Lure +display copy
3 Sets of Faminelands +display copy
2-5 Copies of 25 or so different prints (Bagged and Boarded)

(Attendance 10,000 – 50,000)

20 Other Systems
10 The Light Side of the Moon
20 sets of Out For Souls and Cookies (Bagged and Boarded)
5 Additional Copies of Out for Souls and Cookies #1
10 Copes of Lure
5 Sets of Faminelands
5 Copies of 25 or so different prints (Bagged and Boarded)

(Attendance 50,000+ ECCC/Comicon)

35 Other Systems
20 The Light Side of the Moon
25 sets of Out For Souls and Cookies (Bagged and Boarded)
5 Additional Copies of Out for Souls and Cookies #1
10 Copes of Lure
5 Sets of Faminelands
5 Copies of 25 or so different prints (Bagged and Boarded)

Why don’t I bring more?

Because the more I drag around, the more likely it is to get damaged. Besides, the most I have ever sold of a single item at a conventions was 35 copies of Faminelands: The Carp’s Eye. That was at its release at ECCC 2008. Once I had more products, each product sells less.

Also books are heavy. Airplanes only let you take so much luggage. Shipping is expensive. Gas is expensive.

Signage/Banners

I have one standing banner, one front of table banner and several two-sided 4×6 price signs made.

Here is an example of my two sided place cards which I put in two-sided 4×6 photo frame that I got for $1 at IKEA. Back has the basic pitch for Booth Helpers. Front has price, show special, audience and gives people an idea what’s the book about.

Marketing Giveaways:

Excerpts, Bookmarks, Buttons, Etc.

Display Stands:

I set out everything in display stands before I leave so I can see how it looks.

Sales Sheet, Cash Box and Credit Card Reader:

I personally like to have $100 to open. 10 Five’s 50 One’s.

Tablecloths and cover cloth:

I use Queen Size Flat Bed sheets. They come in a wide variety of colors and wash well. At the end of the day, bring another sheet to cover inventory.

Personal Emergency Kit:

Band-Aids and Neosporin, Wet wipes, tissues, hand sanitizer, Sanitary napkins, chapstick, nail glue, Zyrtec, Aspirin, and Tylenol, Dayquil, Elastic bands, Comb

Office Supplies:

Pens for signing books, Blue Painter’s tape, Scotch Tape, Large Binder Clips, 3 x 5 cards, 1″ price lables

Foam Mat/Tiles:

Convention Centers aren’t known for their thick padded carpets.

Food:

1 liter of water per day

A coffee beverage with 2 shots of espresso

Bag of apple slices and or baby carrots/celery for snacks

Bagel with cream cheese for breakfast

Sandwich with meat for lunch

I don’t leave my table for meals. I eat right there, grabbing bites when I can.

Final note on Clothing: I wear my good jeans, a loose-fitting peasant blouse type top. Basically, my goal is to look casually business-like. I also bring a light sweater or hoodie, because the environment is constantly shifting from hot and cold as doors open, groups of people move around etc.

On my feet: I wear hiking socks and comfortable MaryJane-style shoes. I personally like Clarks, but have also heard good things about Keens. If my knees start getting really sore, I switch to TEVAs for a little while. Yes, that does mean I am wearing sandals with socks, but no one can see my feet behind the table.

Did I miss anything? Is there anything other authors like to have at conventions? Share in the comments!