(Authors, please check this FAQ page of questions and answers prior to emailing your questions. Chances are this website holds your answers.)
How do I register?
Registration is now open. Table space is limited and available to published authors on a "first registered AND paid" basis.
Registration is $20.00 per author, entitling you to half a 6 ft. long covered/skirted table which you will be sharing with another author. Chairs are also provided.
Mail your checks (made out to Jura Sherwood) along WITH answers to the following questions to:
Jura Sherwood, 148 Meadow View Dr., Phoenix, OR 97535.
Included answers to these questions:
-- Author (Your) Name:
-- Address:
-- Phone:
-- Your Email:
-- Your Website:
-- Title of published books you will be selling?
-- Any awards won for these books/specify?
-- Genre within which you prefer to be seated for this event? We will try to accommodate you, though this may not always be possible. Here's some examples of genres that have been in attendance in past years: Mystery, Travel, Children's, History, Romance, Spirituality, Native American, Poetry, Memoir, General Fiction, Regional...
AUTHORS: YOU MUST receive updated announcements about the 2008 event, so if you haven't already, you MUST sign up for our Yahoo Group e-group, which is named: bookandauthorfair. To do so, go to www.yahoo.com , click on Groups, do a search for bookandauthorfair and once you've opened that page, follow the Yahoo prompts to sign up. (Note, this is not an interactive list. Our members only receive emails from the moderator regarding fair registration/info during the specific time of year the event is in planning/production. This is not a book club or author forum)
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Registration Caveat: Just as you're likely to see posted in many businesses and organizations, the organizer(s) of the 2008 Southern Oregon Book and Author Fair reserve the right to reject, rescind or remove anyone from participating in the event for any reason.
How much does it cost to participate and what do I get for my investment? Authors pay a nominal fee (typically less than $20.00) 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.
By registering, authors agree to remain at the Fair from the start through announced finish time, 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 2:00 in the afternoon is not a good presentation to the public.
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.
Are artists, artisans, or used books allowed to sell and promote at this fair? Authors only, please. This book fair is created specifically as a venue where Northwest regional authors can promote and sell their 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 found inside your book.
My book's not out yet. Can I have a table anyway to promote my works? We remain committed to helping published authors promote and sell their published books, so tables are reserved for published authors. We also don't believe you will get much "bang for your buck" without an actual book to sell. We suggest you get on the mailing list for 2009 if your book is not ready at the moment.
How much is general admission? Book 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:(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 or missing or not up-o-date contact information) .
Space is limited and reserved on a first-come/first-served basis (assuming you fit the qualification of a published regional author). 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.
If I cancel, will I get a refund? This question receives a four-fold response:
First, anyone who needs to cancel must contact the organizer in writing within four (4) days prior to the Book & Author Fair (Scroll to bottom of page for Contact Info), so that their table space can be potentially utilized by another author. (for this year, that is no later than November 11, 2008 by 10:00 a.m.)
Second, if another "waiting list" author is available and pays in a timely manner to fill that spot, you can receive a refund. If no one is available, a refund cannot be given as expenses have all been paid out by that time.
Third, no refunds are guaranteed for cancellations received within four days of the Fair. At that late date, organizers can have other last minute details to attend to so attempting to make phone calls and contacting "fill in" authors so late in the game cannot be guaranteed. Also, by that time, we will have paid for the room, ads, and any other expenses, so your registration fee is invested. However, even if your cancellation is the last minute and cannot be refunded, we ask that you alert us of your cancellation so we can change the room layout accordingly.
If I can't make it, can I give my spot to another author I know? No, authors cannot substitute another author for themselves. The fair's organizers are responsible for registration.
Authors who are contacted by the fair organizers to fill-in for cancelled authors are required to 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 payment is not received, the space will not be made available to that substitute author.
What time should I arrive to set up my booth? Arrive inside the venue by 9:40 a.m. However, Authors should not enter the actual Fair room Ballroom/Conservatory) prior to the room being properly set up by the organizers. Organizers will probably be there at 8:30 a.m. checking on the room and marking author tables). When the room is ready, you'll be invited in.
Can I bring food? Will there be food service?
Our contract with the hotel prohibits any outside food or beverage from being brought into the area (and that even means muffins, etc). However, we have made the following arrangements: First, there will be coffee dispensers set up in a separate room for authors only and water dispenser will be in our presentation area.
Second - and here comes the fun news! - The hotel will be providing a limited luncheon menu at each table. Each author can check off their own 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). Another option is for you to go downstairs to Lark's Restaurant. If you choose to go out for lunch to any of the other Ashland venues, you cannot bring the food into the room.
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 Conservatory entry door on the 2nd Floor of the Ashland Springs Hotel (and/or perhaps even via the Yahoo list) 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 collecting money, selling, etc? Yes, each author must bring sufficient change in bills and coins to service their customers, as well as bring something to keep your money in. 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.
To avoid frustrations, please do not ask or expect other authors to provide you or customers with change. Do not expect or ask the venue to make change for you.
Where do I park? Is it far away from the building? On the street behind the Ashland Springs Hotel (will update soon), there is a city parking structure next to the ASH parking lot. While you cannot use the ASH lot (unless you are a registered hotel guest), the public lot is available for a daily fee of $1.00, though I hear sometimes it is $3.00 for the day, but the fee is always posted. From there, you can walk down the alley and enter through the alley door into the garden area that leads directly into the Conservatory and Ballroom where the Fair is located. There is also street parking in Ashland.
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).
Can I set up a projector and screen or a sound system or other electronic displays? No. Such equipment is distracting and intrusive and takes up space we may 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.
Will there be someplace open to eat? The hotel contract does not allow ANY food to be brought in, so do NOT plan on bringing in food from a local restaurant or from home. Since catering food is beyond our budget, we are negotiating a limited menu from Lark's restaurant (owned by the hotel and quite a nice, well reviewed place) from which authors may order lunch. (Gosh, I don't like getting "husky" but, here ya go: Authors who go out to a restaurant lunch must eat your food at the restaurant and NOT bring it back to eat. Authors who eat at the fair will be asked to leave. No refund will be provided as this is a contract violation.
When should I pack up my booth? The Book Fair is not over until 4:30. All authors participating in the fair agree to stay for the entire event. Once you have committed to this publicized event, it is about being available for the public. Please clean up around your area before you leave to prevent us from being charged for extra pick up mess. Depart at 4:30, as we have promised the ASH we'll be out before 5:00 so they can begin setting up for their next event. .
What can I do to help? Bless whoever actually asks this question! Please check the next column on this page for volunteer info. We definitely need people prior to the event, and also a few people earlier on the morning of the event. Email address below.
Is there a flyer I can post/mail about this Fair?
Yes, they'll be created soon, and we'll have links to both a Word and PDF version:
As examples only, here are the 2007 flyers (please do not use these for the 2008 event as all info is incorrect):
Bravenet.com