Southern Oregon Book & Author Fair

Essential Reading for Authors

This page is crammed with answers to all the additional “last minute” or “I can’t find it anywhere else” questions authors have ever asked us prior to the Southern Oregon Book & Author Fair. Scroll down and read it all, please, in order to avoid contacting the organizer.

How much does it cost to participate, and what do I get for my investment?

Authors pay a nominal fee ($25.00) in advance as space is available. The fee entitles each author who is confirmed as registered to half of a 6 ft table for your book presentation and sales. Please keep the size of this sales area in mind when considering decorating so as not to intrude into your “table mate’s” area. Authors with many books sometimes choose to pay $50 for use of the entire six foot table.

By registering, authors agree to remain at the Fair from the start through announced finish time (4:30 p.m), so early packing up/departures are not acceptable or expected. If you think you may leave early, please do NOT register. Having empty tables interspersed at, for example, 2:00 in the afternoon is not a good presentation to the public.

Registration is first paid/first served, and open to Northwest authors and Northwest book publishers of either fiction or non-fiction (See registration page for complete details). An author whose book is only available in e-format cannot register for this fair. The organizers reserve the right to refuse or cancel the registration of anyone for any reason.  Please follow all instructions.

The Southern Oregon Book & Author Fair provides authors a place to promote and sell their books. The fair is well publicized through press releases, ads, articles, and flyers. It is well attended due to being scheduled prior to the traditional holiday gift buying time of year, and due to the publicity that is sent out. Authors are encouraged to promote it, also.

Are artists, artisans or used book dealers allowed to sell and promote and this fair?

Authors only. This book fair is created specifically as a venue where Northwest regional authors can promote and sell their print or audio books. Non-authors, authors from other regions, non-book related vendors, and used book sales are not appropriate and are not accepted as participants. Examples of some items not accepted for this Fair are: non-book items, including art, jewelry, photography, clothes, music, used books, etc.

However, if you are an author who will be selling your book PLUS, have, for example, an audio CD of your book, that is fine, as are matted prints or greeting cards featuring photographs/graphics. objects found inside your book. There is no room for large displays or hangings.

My book’s not out yet, can I have a table anyway to promote my work?

Sorry, no. We remain committed to helping published authors promote and sell their published books, so tables are reserved for published authors. We suggest you get on the Yahoo Group emailing list for 2010 Fair updates if your book is not ready at the moment.

How much is general admission?

Fair admission is free to the general public. Authors pay for table space, as noted above.

I’ve paid my table fee, how do I find out if it was received too late to be registered?

You will receive either an email or phone call if there is a problem with your registration. Space is limited. If your check arrives after all tables spaces are taken, you may be asked if you want to be on a waiting list in case another author cancels closer to the event.

Please make sure you include your email and phone, written clearly. The organizers of the Fair are not responsible for any inability or problem reaching you due to illegible, missing, or not up-to-date contact information.

What is the Cancellation/Refund Policy?
Authors needing to cancel must contact the organizer in writing at oregonbookfair@gmail.com .

• Cancellations received prior to August 15, 2010 will receive a full refund.
• A 50% refund will be provided for cancellations made between August 15, 2010 and prior to October 20, 2010, but only if a new author registers who can substitute to fill that table space; if another author does not register in time to take that space, a refund will not be given.
• No refunds are provided for cancellations for any reason received by the organizer within 31 days of the event’s start date  (between October 21, 2009  and November 21, 2009). All expenses for newspaper ads, event space, etc. will have been paid out months in advance; and even a cancellation of the event itself with the hotel incurs a large fee).

Authors on our waiting list who are contacted by the fair organizers to fill-in for cancelled authors pay the full registration fee before the morning of the event or no later than 9:45 a.m. of the morning of the event if the author is contacted too late to mail in the registration. If payment is not received, the space will not be made available to that substitute author.

If the fair has to be canceled for any reason that incurs a hotel cancellation fee, that fee will be paid by dividing it in equal percentage between all registered authors; the balance of each author’s fee will be refunded. (This is rather unlikely)

If I can’t make it, can I give my spot to another author I know?

No, authors cannot substitute another author for themselves by themselves. The fair’s organizers are responsible for correct and orderly registration. Have the other author follow the stated registration process.

What time should I arrive to set up my booth?

Author table set?up will begin at 9 a.m. All tables must be finalized by 9:45 a.m. However, authors should not enter the actual Fair room Ballroom/Conservatory) prior to the room being properly set up by the organizers. When the room is ready, you’ll be invited in.

Can I bring food? Will there be food service?

No food or beverage can be brought into the hotel, including candy to hand out at the display tables. Our contract with the hotel prohibits any outside food or beverage from being brought into the area (and that even means muffins, water,coffee, etc). However, we have made the following arrangements:

First, there will be coffee and water dispensers for authors only set up in the Palm Room next to the ballroom.

Second, the hotel will be providing a limited luncheon menu and leave copies for each author at every table upon which you mark your selection.

• Servers will come up at approximately 11:30 to pick up the menu selections and then deliver the box lunches to your table. Payment must be made at that time (preferably in cash, though credit cards will be accepted).
• All menu invoices will include an 18% gratuity and the city’s 5% entertainment tax.

• Other eating options include: order food directly from Lark’s Restaurant (owned by the hotel); Or, if you bring food, you must take it outside to eat; If you choose to go out for lunch to any of the other Ashland venues, you cannot bring the food back into the Fair rooms.

Are tables assigned or can I take whichever one I want?

The tables have usually been organized by genres and authors assigned to specific tables based on the registration feedback provided to the organizers by the author.

The organizers will be noting author codes on the table prior to author admission, so please don’t enter before we welcome you. The seating chart will be posted somewhere near the room entry doors on the 2nd Floor of the Ashland Springs Hotel (and it is also usually sent out to all authors via the Yahoo Group email list just prior to the event) informing you of your table spot/code.

Note: When registering, authors must include the genre you prefer to be classified within (i.e. mystery, romance, spirituality, etc) prior to or by the time of payment. If you have written in books in different genres you must pick the one genre you prefer for this seating arrangement. Of course, you will be able to sell those other books, as well. Authors who don’t provide a genre or provide vague book descriptions instead, or signup very late after the table layout is completed will be placed wherever there is an available table space, at the discretion of the organizers.

When will the doors open to the general public?

10:00 a.m. There is FREE public admission.

Am I entirely responsible for book stock, collecting money, selling, etc.?

Yes, each author must bring their own books and sufficient change in bills and coins to service their customers, as well as bring something to keep your money secured within. Many people pay by check also, so if you require additional ID from check writers. it is your responsibility to gather that info from them.

Please safeguard your books, cash and checks, and personal belongings as you are entirely responsible for your item’s security. No one involved with the fair organizing or working at the hotel will be responsible for lost/stolen/damaged items.

To avoid “neighbor” frustrations, please do not ask or expect other authors to provide you or customers with change. Do not expect or ask the hotel to make change for you.

Where do I park? Is it far away from the building?

Park on the street behind the Ashland Springs Hotel (Hargadine Street).

There is a 3-level city parking structure next to the Ashland Springs Hotel parking lot. While you cannot use the ASH lot (unless you are a registered hotel guest), the public lot next to it is available for a fee of (from 6 am to 6 pm) of $1.00, while $3.00 gets you the entire day into the evening so you can go into town and enjoy a meal or drink afterwards. The fee is posted and you feed a machine so bring crisper bills for easier use.

From there, you can walk down the alley and enter the hotel conference room area through the alley door into the garden area that leads directly into the Conservatory and Ballroom where the Fair is located. There is also limited time street parking in Ashland. (Remember that if you do not pay the proper parking fee in lots or overstay your time, you are subject to ticketing and/or towing).

Are there people available to help me carry all my stuff?

No. If you need assistance, please bring a friend along to help you. You might consider using a rolling luggage carrier to transport your box(es).

How much should I charge for my books?

We always recommend authors discount their books for two reasons: (a) people are coming to browse and maybe purchase – and that means holiday purchases; we all expect sales at the holidays, right? So give your potential buyers an extra incentive;  (b) The second reason is that if you round your book price down, you may make it easier on yourself to make change (FYI, there’s a difference between giving change of a twenty dollar bill for a book that retails at $12.95 vs. a book rounded down to $10 or $11 even). Ultimately, it’s the individual author’s decision.

Can I set up a projector and screen or a sound system, laptop, or other electronic displays?

No. Such equipment is distracting and intrusive and takes up space we do not have. We also do not allow the running of power cords. You are welcome to display appropriate info on a laptop running off batteries, but sound must be kept low.

Floor standing easel displays may or may not always be appropriate for the space as author and customer walkways must be maintained. Please be considerate and keep displays to a minimum and ensure “pass through” space.

When should I pack up my booth?