The Ultimate Romance Author Event Checklist: What to Bring, Say, and Do
I’m a big fan of events for authors. Not only can you learn about being an author and sell books, but there’s an energy that comes from being around other authors and readers that can boost your motivation.
Attending events, whether in-person or virtual, is a fantastic opportunity for authors to connect with readers, network with industry professionals, and promote their books. Whether you’re attending a book signing, speaking at a conference, or participating in a virtual panel, being well-prepared can make all the difference. Here’s a step-by-step guide to ensure you’re ready for your next author event.
1. Define Your Event Goals
Before you dive into preparation, consider what you want to achieve.
Are you attending to sell books?
Do you want to build your mailing list?
Are you focused on networking with other authors, publishers, or industry professionals?
Are you looking to gain social media exposure?
Personally, I try to do all of this, but maybe you just want to sell books or pitch agents. Whatever your goal is, understanding your objectives will help shape your preparation and measure success.
2. Research the Event and Audience
Not all events are the same. Some are reader focused while others are writing focused. Knowing what sort of event you’re attending can help you determine what books to sell and what you’ll say if you’re leading a workshop or on a panel. For example, when I go to writing events, I bring many more of my non-fiction books geared toward helping writers than my fiction books. If I’m at a romance signing event, I bring many more romances than mysteries.
If I’m speaking to other writers, I tend to give information that could be helpful to them. If I’m speaking to readers, I discuss tidbits and factoids that would be interesting and hopefully encourage them to check out my books.
Familiarize yourself with the event format, schedule, and venue (or online platform).
Know your audience. Are they primarily romance readers, industry professionals, or a mix?
Check event hashtags or past event social media posts to get a feel for the vibe. Some events are huge and others are smaller and more intimate. Some feel like rock concerts and others are more serious.
Tip: If you’re a speaker or panelist, research your fellow participants and their work to foster meaningful discussions.
3. Promotional Materials and Branding
This is one area you want to make sure you’re prepared. Consider all the ways you can connect with readers and writers, and have materials that you can easily share so they can remember you long after they’ve left the event.
Books – Have enough copies for signings or giveaways. This can be hard to calculate. Connect with the event organizer or other authors who have attended the event for a guestimate. Consider having postcards with your book cover or series covers and a QR code with a blurb on them for readers who prefer ebooks. I’ve sold ebooks at my table and signed the postcard. Having these cards gives me a future chance at a sale if the reader doesn’t buy that day.
Business Cards – Include your name, website, and social handles. Carry these around for when you talk with other authors, book influencers, agents, publishers and other industry professionals. It doesn’t hurt to have two versions, one for professionals and one for readers that is book oriented.
Bookmarks or Swag – Stickers, pins, or postcards and other fun bits and bobs are fun for readers. Swag can be pricy, so consider items that fit with your books and are something readers might keep and use. I like to use VistaPrint for paper swag, but you can get other cool stuff (cups, totes, etc) as well. There are other options for printing swag such as Zazzle or Etsy.
Banners & Signage – If you have a table or booth, a roll-up banner makes your brand stand out. I have a standing banner that goes behind my table. Others have horizontal banners that hang at the front of the table. Some authors have signs that sit on the table. I created mine through Canva, and created and ordered it through VistaPrint.
Digital Graphics – If the event is virtual, have eye-catching promotional images ready for social media.
Merch – Events can get expensive, so having other items you can sell is a great way boost potential profits. Your merch can be a tie-end with your books, or created generic reader merch (this sells well for me) such as cups or totes with sayings like, “I still read fairy tales, they’re just spicier now,” or “It’s not hording if it’s books.” You can create merch through Canva and then have it created at places like Printify, Printful, RedBubble, or Vista Print. You can set up a merch shop through your website or social media use a service like Printify, Printful, or RedBubble to create and drop ship to your customers. Depending on how crafty you are, you can even make merch.
Pro Tip: If you’re launching a book at the event, offer pre-order options or event-exclusive bonuses.
4. Prepare Your Pitch & Talking Points
Whether you’re speaking at a panel, engaging with readers, or chatting with industry professionals, practice your elevator pitch:
Introduce yourself and your books succinctly.
Be ready to discuss your inspiration, writing process, or themes.
Prepare answers for common questions like “What’s your book about?”
You’ll want a practiced pitch if you’re meeting with agents. With readers, I like to ask, “What do you like to read?” to get a sense of their preferences so I can skew my pitch to their interest.
If you’re doing a reading or live Q&A, rehearse ahead of time and choose engaging excerpts that will hook listeners. Many panel moderators will be in touch with you before the event with sample questions so you can think about what you want to say beforehand.
5. Engage with Attendees Before, During, and After
Writing is a solitary activity, perfect for introverts. But you’ll need to get over that at an event. Readers love to talk with authors about what they do. For many, writing seems like a magical superpower. That’s why they go to events. Before an event, let your readers know where you’ll be:
- Before: Announce your attendance on social media, your website, and your newsletter.
- During: Post live updates, interact with attendees, and use event hashtags. Even if you’re not a drinker, head to the bar (if the event is in a hotel or restaurant) as this is a great place to meet and greet readers and writers. If there are special events going on, attend them. For example, some events have pre-event meet and greets or after event hors d’oeuvres and cocktails.
- After: Follow up with new contacts, send thank-you messages, and share a recap on your blog or social media.
6. Tech & Logistics Checklist
Ensure a smooth experience with these must-dos:
Charge your devices (phone, tablet, or laptop) and bring extra chargers or power banks.
Check WiFi availability if you’re doing live updates or sign-ups.
Have a payment system ready (cash, card reader, Stripe, Venmo, PayPal, etc.) if selling books or merch. Make sure it’s setup, charged, and ready to go. I generally offer discounts on books at events, and the more readers buy the more savings they get. To make this easy, I have my payment app set up for 3 books, 4 books, 5, books, etc so I just need to poke that option (I don’t use my app for inventory tracking).
Pack extra pens for signings!
Have a signup sheet or a sign with a QR code for email signup.
If you have more than four or five titles, consider getting a book rack to display your books.
For virtual events:
Test your microphone and webcam before going live.
Ensure good lighting and a professional background.
7. Take Care of Yourself
Book events can be grueling.
Wear comfortable yet professional attire.
Stay hydrated and bring snacks if needed. Many events provide this, but not all.
Schedule downtime to recharge, especially for multi-day events.
8. Measure Your Success & Follow Up
After the event, evaluate how things went:
- How many books did you sell?
- How many new newsletter subscribers did you gain?
- What connections or opportunities arose?
- What could you improve for next time?
- What do you need to re-order for your next event?
- Write a follow-up blog post or social media recap to keep the momentum going!
Author events are incredible opportunities to connect, promote, and grow your brand. With thorough preparation, you’ll not only enjoy the experience but also maximize your impact.
Are you planning to attend an author event soon? Share your prep strategies in the comments!
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