The Ultimate Book Signing Checklist: What to Bring to Your First Book Signing
Book signings can help promote books and generate more sales, but have you ever wondered what an author should bring to such an event to make it as easy, efficient, enjoyable, and engaging as it can possibly be?
As a multi-published author of both traditionally published and self-published books, I have attended numerous book signing events and hope The Ultimate Book Signing Checklist: What to Bring to Your First Book Signing helps you prepare for a successful book signing event of your own.
In the post below we will discuss:
- Basic supplies you should bring to a book signing
- Creative ideas for more engagement
- Easiest way to transport your materials to and from events
1) Basic Supplies You Should Bring to a Book Signing
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Event information
One of the most important items you can bring is a hard copy (printed out) of the event information. Even in this day and age when everyone relies on their cell phones to store such info, there are still times and certain ‘dead zone’ areas on the planet where technology will fail and leave you hanging.
Make certain that you have the event coordinator’s name and phone number so that you can contact them in an emergency. You never know when a traffic accident may make you late, or if you have the wrong address, or the door to the event building is locked without warning. During those times when you experience unexpected panic, it is good to have someone you can call.
Sometimes Google Maps or your vehicles GPS will not get you to where you want to be either. Believe it or not, some places, like my own house, are not listed. You will never get to my house from the directions they tell you. Also, what if your cell phone suddenly quits working? Always have a printout of the address of the event so that, if needed, you can ask real people for directions. After all, you do not want to be late or miss your own book signing!
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Books
This should be obvious, but there are times when you are in a rush where you may forget to bring what is most important. Do not forget to bring your books to the book signing! And if your publisher is responsible for shipping the books to an event, call to double-check that the books have arrived prior to the event.
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Table & Chair
If you have not arranged beforehand with the event coordinator to have a table and chair provided for you, then you must make sure to bring your own. Also see if there are restrictions on what size table you are allowed. The best ones for events are folding tables that have pull-out legs (for easy setup), a plastic surface (to wipe clean), a locking latch on the side (so it doesn’t swing open), and an attached handle (so it is easy to carry.) You will also want a folding chair that is comfortable, yet easy to set up. If anyone is coming to assist you, you may want an extra chair for them too.
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Tablecloth
You may also want to consider bringing a tablecloth to your event if one is not automatically provided for you by the event coordinator. Some group events require you to bring a certain color tablecloth, so each author’s table is the same. A good color for a book event is black because it helps the book covers stand out, hides smudges if they should occur, and if you get a long one that drapes from the top surface to the floor, it can better hide the extra boxes you may have stored beneath the table.
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Pens / Sharpies
Of course, if you are going to a book signing, you are going to need writing implements. Bring multiple pens or sharpies to sign with, not just one. Pens have a habit of disappearing at these events. And sometimes sharpies run out of ink.
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Notepad
I can’t imagine a writer going anywhere without a notepad or something on which to write notes. The people who attend your book signing may give you useful information or new leads for additional opportunities or maybe even story ideas. If you are self-published and the bookstore does not keep track of sales for you, a notepad is great for recording how many books you sold and if you have more than one—which titles. You may also want to create a spreadsheet to do this before the event, especially if others are helping you, so that all the info is recorded in one place.
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Zip Pouch with Cash / Visa Square or Other Payment Taking Device
You also need a way to collect money when you sell books. How will you do this? If the bookstore or event you are attending does not do this for you, then you will need a zip pouch full of cash (lots of ones, fives, tens, twenties so that you can make change) or a Visa Square or other payment taking device. Even if you do take cash, it is advisable to also have a digital device that hooks up with your phone or laptop, so you do not miss out on credit card sales. The more options for your potential customers the better.
Shop Now: https://amzn.to/3FDhDO7
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Calculator
Even though most cell phones have calculators, it would be advisable to bring one. Sometimes a rush of adoring fans will all want to buy your book at the same time – nice thought, right? It can be a little crazy at big events. And it is hard when you have to use your cell phone for calls, payments, recording sales, and etc. all on the same device at the same time. Others who help you, may also want a calculator.
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Promo Cards / Business Cards
In addition to your books, you may also want to have bookmarks or postcards featuring your book cover and back cover blurb, along with your website information so that your fans can find you online and buy your books in the future, if they cannot buy one right now. You may also want some business cards on hand so you can give them out to other business professionals who may want to collaborate in the future.
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Clipboard for Your Newsletter List
Having an email newsletter list is critical to an author’s career. It is how you sell more books. You will want to have a clipboard with a sign up sheet (pre-printed) and a pen on your book signing table to gather the names and emails of your fans so you can share upcoming book releases and author news.
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Snacks
Sometimes book signings can be all day events. Even if it is a couple of hours, I would still suggest you bring a bottle of water and a few granola bars. There may be no time for lunch or there might not be a place to get something to eat if you get hungry. Book signings can require high energy and you may get hungrier than you think.
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Plastic Bags
Many people who buy more than one book would appreciate a bag to help carry them home. Plastic bags can be cheaply ordered online in bulk. Or you can buy a box of clear wastepaper basket bags from the grocery store. (Do not use actual grocery store bags that they pack your food in—that is not professional). If you have more money in your budget, you may even want to purchase canvas book bags with the cover of your book on the side to be used as additional promo for everyone who sees it. However, if your book signing is at a bookstore where they collect the money for you, like Barnes & Noble, they will have their own bags at the checkout counter.
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Baggie of Rubber Bands, Scissors, Tape, String
When attending events, I have found these things to be very useful. Rubber bands allow me to separate different stacks of promo cards and business cards. They tend to break or get lost every time I go to clean up after an event, so bring a whole bag. Like rubber bands, string or a ball of yarn, is handy for a number of different reasons you would never think of. Sometimes it is to tie down tablecloths if the event is outside and it is windy, sometimes to ‘fix’ a banner or something that broke. Scissors are useful to cut the string and Scotch tape is useful to hold things down, secure signs, and also fix things.
2) Creative Ideas for More Engagement
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Raffle Baskets.
A square block of non-sticky notes are great for raffle drawings at your book signing. A raffle basket or drawing for a free giveaway is a great way to draw people into your event and encourage engagement. People love winning free stuff! Especially if it is themed after the setting of your book or relates to the story. You will also need lots of pens and a square block of non-sticky notes for people to write their names and contact info to enter the drawing. And a basket or bowl for people to drop the papers into.
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Stickers
Many of your fans will appreciate having special stickers that say ‘Signed by the Author’ on the cover of your book. Bookstores also allow local authors to come into the store and place these stickers on their books. These make the books stand out as ‘special.’ You may also want to have stickers made that feature your book cover to stick onto promotional items to give away at events. For children’s books, you may want to get stickers made up that feature characters from your story. Several online companies do this, such as Gotprint.com, Vistaprint.com, and Stickermule.com
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Candy or Cookies
Treats always catch attention. Many authors always have a bowl of candy on their book signing tables. You may want to put tiny book cover stickers on top of miniature candy bars. Some events allow you to give away cookies or cupcakes to entice readers to step up to your table. Hard candies are best so that they do not melt or expire right away.
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Freebies
Other take home items you may want to line up on your table for free are pencils (with your name & website on it), or coloring sheets for kids (if promoting a children’s book). Give away recipes or something that ties in with your story. Do you make crafts? What kind of trinket can you come up with?
Or other assorted items with a sticker of your book cover on them, such as hand sanitizers, seed packets, bath salts, small Kleenex packs, lip balm, soaps, notepads, or whatever you can think of that either relates to your story or will entice the reader to take the promo home. This helps the people who came to your event remember you far into the future. They may decide to buy your story online, so always include your website!
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Posterboard Displays
Attendees of book signings are delighted when authors put together a collage of pictures, maps, drawings, or news articles that pertain to the book on a posterboard. You can display these posterboards on art easel tripods at your event. Gazing at these displays gives your fans something else to do, and additional insight into your story, which makes their time with you more worthwhile.
You may also want to get a posterboard of your book cover to set up in the corner of your event. You can order these from companies online or at printshops. Foam core posterboards are thicker and sturdier.
Art easels can be purchased in a craft/art supply store or online: https://amzn.to/3tyWIZU
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Wire Book Stands
Mini wire picture frame stands are great to stand up promotional postcards or books because they save space on the table. Books also catch the eye of your customers better if they are standing rather than lying flat.
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Banners
Many authors invest in customized banners featuring their book covers. They are certainly colorful and eye-catching, and usually fold up into a zippered case.
You might want to consider a standing banner or a banner that hangs down from the front side of your table, or both.
If attending a multi-author event, a tall, standing banner allows your book to be visible from a distance. It helps your book stand out in a crowd and lets your fans know where you are located.
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Tiered Shelves, Risers, Book Racks, or Crates
If you go to a large multi-author event, you will no doubt see numerous creative ways to display books and promotional materials. Some authors stack wooden creates in an artful way to create tiers on which they display their books. A variety of risers also create a tiered high tower effect. Some authors bring in collapsible bookshelves to set on their tabletop. These shelves catch the eye, can display multiple books, and save table space.
3) Easiest Way to Transport Your Materials
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A Collapsible Folding Utility Wagon
Once you have gathered all these book signing supplies, you are going to need a quick, strong, convenient way to transport everything from your vehicle to your table space and back again after the event is over. Many authors have discovered the ease of using a collapsible folding utility wagon. These are strong enough to carry heavy boxes of books and large enough to hold most of your other items. (Although sometimes I find I need to make two trips.) They also fold up flat so they are easy to stick in the back of your car and take up little space.
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Dolly Cart
A dolly cart may also be useful for the same reasons stated for using the utility wagon. If you have a lot of heavy boxes of books, you may find the dolly cart a better choice.
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Plastic Storage Bins
Plastic storage bins with locking lids are watertight and come in a variety of sizes and shapes which are perfect for storing your book signing supplies. I use the larger bins for books and smaller bins to hold promotional items, bookmarks, calculators, pens, and all the smaller things we have previously discussed.
After each event, I take inventory on what may need to be replaced if it has run low and prep these bins for the next book signing. This is especially convenient if you are doing multiple book signings back-to-back. Keep your bins ready to go!
- Book Signing Checklist
I never leave for a book signing without going over my special itemized bulleted checklist to make sure I have not forgotten anything. I keep a copy just under the lid of my most prominent storage bin, usually the one that has the pens and the money.
Create your own or download our Free PDF Book Signing Checklist
I hope you have enjoyed our post, Book Signing Checklist for Authors, and that you have gained some new ideas to make your book signings as easy, efficient, enjoyable, and engaging as it can possibly be.
And if you are looking for some ideas to help you write your next book, you may want to check out our Free Brainstorming Your Story Idea Worksheet.
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is a multi-published author, speaker, and writing coach. She writes sweet contemporary, inspirational, and historical romance and loves teaching aspiring writers how to write quality fiction. Read her inspiring story of how she published her first book and launched a successful writing career.
thanks so much for sharing. My first book is still in the self editing stage, but I have high hopes for it.
Max
Hi Max, thank you so much for reaching out and commenting. We hope you continue to find our posts valuable and we wish you the very best with your first book.
I just self published my 1st children’s book “My Skin is in”! I am planning on doing my 1st book signing in 2023. This is very good information thank you so much for sharing!!😊
Hi Centerica, we are so happy that you found our Ultimate Book Signing Checklist helpful. Congratulations on publishing your children’s book! We wish you the best on your first book signing. 🙂