How To Run a Literary Event
This guide on running a literary event was prepared for the Book Council by Kate Camp.
Planning
Planning makes the difference. If the writer and the audience know exactly what to expect from an event – and get it – everyone is happy.
Only plan what the writer can do: individual writers have different skills and preferences. The Book Council can guide you with this.
Consider the timing of events to attract a good crowd. During school hours means whole classes may be able to attend. Dinnertime is not good for parents.
Publicise the event well. See our page on How To Generate Publicity and Deal with the Media.
Use your networks, get schools involved, get in touch with local papers and radio stations. Create posters, fliers, and displays.
If there will be book sales at the event, mention this in publicity so people know to bring money.
In publicity material, be clear about how long the event will run, and what will be happening.
Venue
Ask yourself these questions about your planned venue:
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Will people be able to find the venue easily?
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Can everyone see / hear the writer?
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Are there distractions? Even small distractions can break the spell.
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Is the "stage" area set up with a jug of water and glasses, a microphone if you’re using one, and seats for the chair and the writer?
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Is the microphone working? Always check your equipment well in advance, and do a "sound check" with someone at the back of the venue. Have someone present at the event who knows exactly how the equipment works.
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Are people able to leave during the event? (eg: Mums with screaming babies!)
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Is there room for latecomers to sit down without disrupting?
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Is there room, equipment and adequate supervision for activities if these are to occur? (eg: art activities for children)
Chairperson and Introduction
Having a good chairperson who can run the event and provide a good introduction is vital to the success of your event.
They need to be a clear, confident speaker, and they need to be well-prepared.
Before the event, the Chairperson should run through the planned event with the writer. Some writers will practically run their own one-person show, others will want the chair to facilitate questions etc. Make sure the writer knows exactly what is expected.
Before introducing the writer, the Chairperson should attend to housekeeping. Explain how the event will run, and for how long. Point out the toilets and exits.
The Chairperson should also acknowledge the sponsors who have made the event possible. It is important to do this properly and graciously. Too often, sponsor acknowledgements are left as an afterthought. Remember, sponsors are the life blood of your event!
The Chairperson will then introduce the writer or writers. Their introduction should assume that the audience has no knowledge of the writer. They might mention books published, awards won, perhaps a quote from a review, or any interesting snippets.
If you are the local coordinator but are not chairing the event yourself, make sure your Chairperson has a sheet with all the sponsor details and necessary announcments, and has had a chance to prepare an introduction.
If there is time for questions after the event, make sure the Chairperson has a few up their sleeve to get the ball rolling, or have questioners "planted" in the audience.
It is really important that an event ends well, and does not just peter out. If you are having a question session, it is often good to finish with a short reading from the author after the questions. Otherwise a lame question can make your event end on a low note.
At the end of the event, the Chairperson should tell people if they can buy books and / or get books signed. They should thank the writer, and acknowledge any sponsors.
Follow Up
Events are a great way to develop a network in your area.Have a sheet at the door for people to put down their name and address if they would like to be informed about future events.
