Author Event and Signing Planner

Who this is for

One page for one appearance. The venue, organiser and what was agreed go at the top, the practical details underneath, then what to pack, how to promote it beforehand, what to do afterwards and which books to bring.

Authors appearing at bookshops, libraries, festivals, schools or book clubs, whether it is their first reading or one of many in a launch season.

What this helps you track

• Who the organiser is and what fee or expenses were agreed
• The format, audience, travel plan and tech on the day
• Everything to pack, down to pens and a float
• Promotion before the event and follow-up after it
• Which titles to bring and how many of each

How to use it

1. Fill the header as soon as the event is confirmed: name, date and times, venue, organiser, format and what was agreed about fees or expenses.
2. Work through the confirm list with the organiser, including the tech available and when to arrive.
3. Work through the promotion list in the weeks before, ticking each item as it is done.
4. Decide which books to bring and how many, then pack from the kit list the night before.
5. Use the follow-up list in the days after, while names and contacts are fresh.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Who supplies the books, me or the venue?

It depends on the arrangement. Bookshops often order stock themselves; festivals and libraries may ask you to bring your own. Agree it with the organiser and tick it off on the confirm list so nobody arrives with none.

What should I agree about money beforehand?

Whatever applies to this event: any fee, travel or accommodation expenses, and who takes payment for book sales. Write what was agreed in the header so you can check it when you invoice or reconcile sales.

Can I use it for an online event?

Yes. Use the venue field for the platform and link, and the confirm list for the equipment and a test call. Some of the kit list will not apply; cross those items off.

Where do I record what sold?

The book event stock and sales sheet is built for that: copies taken, sold and returned, with takings. This planner covers getting ready and following up.