How to Prepare for Author Vending Events

Not all events are suitable for every author. When selecting events, consider how well your genre aligns with the theme. Look for events where your ideal readers will be present.

For children's book authors, ideal venues include:

• School carnivals and PTA fundraisers

• Farmers markets

• Local indie bookstores or library expos

• Seasonal craft fairs

📅 Consider Timing and Seasonality

Plan around seasonal buying habits:

• Summer events: Higher attendance and outdoor-friendly.

• Pre-holiday fairs (Oct–Dec): Best for gift-oriented buyers.

• Spring markets (Mar–Apr): Ideal for Easter or Mother's Day gift purchases.

• Early Summer (June-July): Ideal for promoting summer reading and activity books.

📍 Logistics to Keep in Mind

• Travel distance and lodging needs

• Booth or table fees

• Expected foot traffic

Make sure event costs align with your book pricing and sales goals.

Once you’ve selected an event, the next step is planning your setup. Your plan will depend primarily on whether the event is indoors or outdoors:

Indoor Event Tips

• Usually includes a 6-foot table only. Ask if you need to bring your table.

• Limited display space, so prioritize top-selling titles

• Benefit: Comfortable climate and consistent foot traffic

Outdoor Event Essentials

• May provide a full 10 ' x 10' booth area

• Bring your tent, table, and chairs

• Be ready for rain, wind, or heat

• Pack gear, especially books, in waterproof bins and totes

👉 Pro Tip: Always bring clamps, extra weights, and a waterproof table cover—just in case the weather turns.

When you’re ready at your booth:

• Greet people with a smile and a friendly opening question

• Use storytelling to describe your book

• Mention limited quantities or show bundles to encourage purchases

• Don’t forget to collect email addresses for future promotions

A free, themed activity is a great way to draw children and parents to your booth. Interactive elements increase foot traffic and create memorable experiences that help promote your children's books.

For example, when I launched Count to 20 with the Silly Dinosaurs at a winter craft fair, I set up a small child-sized table with four chairs and a hands-on bookmark-making station. I provided blank bookmarks, colorful ribbons, and dinosaur stamps—perfectly themed to match the book.

My pitch was simple but effective:
“Would your child like to make a free bookmark? We have dinosaur stamps!”

This immediately captured the interest of both children and parents. While the kids created their bookmarks, I had the chance to speak directly with the adults. I’d share that I was the author, describe my books, and let them flip through copies while their child was engaged. From there, I either made a sale, collected an email address for my newsletter, or—at the very least—handed them a business card for future connection.

This small interactive element made a big difference in creating a welcoming and memorable family experience.

Q1: How do I find suitable author vending events?
Research local craft fairs, school fundraisers, farmers markets, and indie bookstore expos. Online platforms like Facebook events and community boards can also provide leads.

Q2: What should I include in my booth setup?
Essential items include a table, tablecloth, book displays, signage with pricing and social media handles, business cards, and promotional materials like bookmarks or stickers.

Q3: How can I attract more visitors to my booth?
Interactive activities, eye-catching displays, and engaging with passersby can draw attention. Offering free items or hosting a giveaway can also increase foot traffic.

Q4: What's the best way to handle transactions at events?
Use a reliable point-of-sale system like Square, Venmo, or PayPal. Ensure you have a secure method for handling cash and provide receipts when necessary.

Q5: How do I promote my attendance at an event?
Announce your participation on social media, your website, and email newsletters. Engage with the event's official pages and use relevant hashtags to increase visibility.

Q6: What post-event steps should I take?
Follow up with contacts made during the event, share photos and experiences on social media, and evaluate what strategies worked well to improve future events.