Event Guidelines

The Northern Virginia Writers Club hereafter is referred to as NVWC.

The following are guidelines for NVWC participation in ‘Meet & Greet’ or ‘Book Sign & Sell’ events (“Book Events”) in which such participation is scheduled by and/or paid for in part or in total, by NVWC.

Interpretation of these guidelines is at the discretion of the NVWC Executive Board (comprised of the officers of the NVWC) and the Event Coordinator. Members who do not adhere to these guidelines may be prohibited from further participation in Book Events.

PARTICIPATION

Participation in Book Events shall be restricted to members of the NVWC who:

  • Maintain dues as current,
  • Have expressed interest in these events by emailing the Event Coordinator directly, and
  • Have had their names added to the list of interested members.

EVENT COORDINATOR RESPONSIBILITIES

Coordination of Book Events, equipment, and participants will be directed by the Event Coordinator, who shall be appointed by the NVWC Board of Directors or the NVWC Executive Board (in the absence of a Board of Directors), at its sole discretion. The Event Coordinator shall:

  • Maintain the list of interested and eligible members;
  • Make reasonable efforts to ensure every member, who is eligible and wants to participate, can participate;
  • In the event that space and time is dictated by the venue in such a way to restrict participation to a subset of interested members
    • the coordinator will keep a rotating list of participants,
    • members at the top of the list will be offered slots first,
    • members will be moved to the end of the list after acceptance of a slot at a Book Event,
    • in the event that a member with a slot has to drop out without enough notice to find a replacement participant (as determined by the Event Coordinator in their sole discretion), the member will remain at the end of the list, and
    • in the event that a member with a slot has to drop out but has provided enough notice to find a replacement participant (as determined by the Event Coordinator in their sole discretion), the member shall be returned to the top of the list;
  • Specify a deadline for members to request a slot, such that members who respond late may not be able to be accommodated;
  • Assign table space and time slots to participating members;
  • Shall ensure a member of the NVWC Executive Board, NVWC Board of Directors, or the Event Coordinator, will be on hand at all times to handle club promotion and anthology sales, and facilitate short breaks for exhibiting authors;
  • Shall forward the rules and regulations of the event and venue to the participating members within one day of receiving them;
  • Reserves the right to remove inappropriate items from a participant’s display;
  • Reserves the right to remove any member who does not comply with event guidelines, is uncooperative, or is disruptive;
  • Shall determine an event fee if necessary, and inform the NVWC President to enable a PayPal link;
  • Shall maintain a list of events and considered suggestions for additional events; and
  • Shall maintain prompt communications with the venue for determining:
    • The amount and payment of venue fees,
    • The location and area available,
    • Number of participants at each event,
    • The days and hours of participation,
    • The payment to authors of sales through the venue, and
    • Transportation and parking considerations.

EVENTS

Book Events may be indoor or outdoor requiring varying equipment.

  • Outdoor event equipment may include:
    • Tent(s)
    • Table(s)
    • Chair(s)
    • Table covering(s)
  • Outdoor events may be on:
    • Grass
    • Pavement
    • Gravel
  • Indoor events may require:
    • Table(s)
    • Chair(s)
    • Table covering(s)
  • Books, handouts, and payment methods for their own sales must be provided by the member.
    • Books may need to be reviewed and approved by the venue. The Event Coordinator will inform participants if this is the case.
  • NVWC cannot provide electricity or Wi-Fi, and the venue may or may not provide these amenities. Members should confirm with the Event Coordinator in advance what amenities will be available.

MEMBER RESPONSIBILITIES

Communication

  • Members must respond to the Event Coordinator by the indicated date to request a participant slot.
  • If an event fee is required, members must pay the fee by the date specified by the Event Coordinator, or risk losing their space.
  • Members should only communicate with the Event Coordinator, not the venue.
  • Members MAY NOT contact the venue and act as a representative for the NVWC.
  • Members are encouraged to suggest additional venues/events to the Event Coordinator.

Sales

  • Members are responsible for handling all their own cash/credit/payment app sales.
  • Members should have change on hand to handle cash sales.
  • Members may only sell books and small promotional material directly related to their books.
  • If a bookstore venue requires members to submit a list of books for vetting before an event, the member must only sell the approved books.

Setup/Teardown

  • Members will be assigned a specific space and must stay in those boundaries.
  • Members must ensure any displays do not block other members or their displays.
  • Members must keep the display area clean and professional looking.
  • Members must arrive promptly for setup to minimize downtime.
  • Members MUST STAY for their entire allotted time.
  • Members must take all materials and trash with them when their time slot is over.
  • Members may leave a book for display (not sales) with the Event Coordinator.
  • Members must leave promptly when their time slot is over.

DECORUM

Have fun and take advantage of the opportunity to get to know fellow members. Remember this is a collaborative event in which everyone represents NVWC collectively. Members should respect the Officer, Event Coordinator, or designated club representative on duty during the event by promptly making changes to behavior and/or display or signage if requested without debate.

The event space is for members only. Access to behind the display area and behind the tables is restricted with limited exceptions.

  • No family
  • No friends
  • No pets

Limited Exceptions: Non-members and members who have not paid for space at the event may assist with setup/teardown, sales, or guarding the display for brief periods not to exceed 30 minutes, for example, during bathroom and snack breaks, but only to replace the exhibiting author or in a spare chair in the back. The non-member must follow all member guidelines.

Members should respect their fellow authors:

  • Maintain a courteous volume during conversations with buyers.
  • No carnival barking or aggressive hawking.
  • All visitor engagement should occur from behind the table. Do not accost visitors as they pass by, do not stand in front of the table or booth/tent, and do not permit family or friends to loiter.
  • Take phone calls away from the display area.
  • No eating in the display area. Drinks and light snacks are okay away from the display.
  • You will be assigned a certain space. Do not encroach upon or place displays or signage in such a way as to block another author or block visitors from seeing your neighbor’s space or NVWC signage or materials.
  • Do not overpower other authors at your table.
  • Do not interrupt another author who is engaged with a customer to try and make your own sale.
  • No smoking or vaping near the display area.

Members should respect the venue:

    • When appearing in a bookstore, remember, we are guests in their place of business. Employees should be treated with respect.
    • When appearing at a fair, remember, we must respect the other vendors or risk being excluded from future events.
    • Follow the rules of the venue.
    • Do not ask for, expect, or demand special treatment, or unreasonable accommodations.

DISPUTE RESOLUTION

Members who feel the guidelines are not being adhered to by other participants may submit a complaint in writing to the Event Coordinator.  Should the Event Coordinator be unable to resolve the dispute, the Event Coordinator shall raise the matter with the NVWC Executive Board.

Members who feel the guidelines are not being adhered to by the Event Coordinator may submit a complaint in writing to the NVWC President.