You’ve signed up for your first book event. You’ve got your books. Now what?

Walking into a book fair or signing without the right setup can leave you scrambling, looking unprepared, or worse, losing sales you could have made. The good news is that building out your author table doesn’t have to be overwhelming. This list walks you through everything you need for your author event, from the basics to the extras that will make your table stand out and turn browsers into buyers.

Quick Answer: What Does an Author Need at a Book Event Table?

At a minimum, you need your books, a tablecloth, display stands, signing pens, bookmarks, and a way to accept payment. To really draw readers in, add custom signage, a retractable banner, trope cards, low-cost merchandise, and a clipboard for notes. The more intentional your setup, the more approachable and professional your table will feel to first-time readers.

1. Book Display Stands

Flat books on a flat table are easy to overlook. Display stands prop your covers up so readers can see them from a distance, which is exactly when someone decides whether to walk over. Bring enough stands to display at least one copy of each title you’re selling, and arrange them at varying heights if you can for added visual interest.

2. Table Coverings: Full-Length Tablecloth and Author Drape

A bare folding table is not the impression you want to leave. A full-length tablecloth covers everything down to the floor, including whatever you’ve stashed underneath (extra stock, bags, your purse). Pair it with a custom author drape, a shorter cloth that goes across the front of the table and features your author logo or branding. This combination looks polished and professional, and it tells readers they’re at a real author’s table.

PS… be sure to iron or wash/dry your tablecloths before your events. They can get dirtier than you might think. And for those looking at the photo here, don’t judge! I pulled my tablecloths out to film this video before popping them into the wash so that they’ll be fresh and wrinkle-free for my next event.

3. Signage

You can’t stand there and talk to everyone at once, so let your signs do some of the work. Here are three signs worth having:

• QR Code to Follow on Instagram: A simple sign with a QR code that links directly to your Instagram profile. Readers who aren’t ready to buy might still want to follow along, and a follow today can turn into a sale later.
• Newsletter Sign-Up Sign: Your email list is one of your most valuable assets as an author. A sign that invites readers to subscribe, paired with a clipboard (more on that below), gives you a way to stay in touch long after the event ends.
• Deal Sign: If you’re running a discount, a bundle offer, or a special event price, say so clearly. A dedicated deal sign stops people in their tracks.

4. Trope and Genre Signage

When you’re deep in conversation with one reader, three others might drift past because they couldn’t figure out what you write. Trope and genre signs solve this. Whether it’s a printed card, a small framed sign, or even index cards propped in front of your display copies, giving readers a quick snapshot of your stories (enemies to lovers, small-town romance, cozy mystery with a cat sidekick) lets them self-select while you’re busy. 

This is especially helpful for romance and genre fiction authors, where tropes often drive buying decisions.

5. Signing Pens

This one sounds obvious, but authors forget pens more often than you’d think. Bring more than one. Bring a backup for the backup. You want a pen that writes smoothly on the page, won’t bleed through, and feels comfortable for signing dozens of times in a row. Fine-tip Sharpies or quality felt-tip pens are popular choices. Keep them visible and accessible so you’re not digging around when someone hands you their book.

6. Bookmarks

Bookmarks are the unsung workhorse of the author table. They serve two purposes. For readers who buy, these bookmarks serve as a little extra gift tucked inside the book. For readers who aren’t ready to buy, they’re a take-home reminder of your name, your title, and where to find you. Make sure your bookmark includes your website, social media handles, and ideally your book cover. They’re inexpensive to print, and they can absolutely lead to future sales.

7. A Way to Accept Payment

Cash sales are wonderful, but if a reader pulls out a card and you can’t take it, you’ve lost the sale. A mobile credit card reader, like Square or Stripe, connects to your phone and lets you accept cards, tap-to-pay, and digital wallets. I happen to use the GoPayment system that is tied to my QuickBooks account. 

Whatever path you take, set it up and test it before the event. Make sure your phone is charged. If you plan to accept Venmo or PayPal as well, have those apps open and ready. The easier you make it for someone to pay you, the more likely they will.

8. A Retractable Banner

A freestanding retractable banner is one of the best investments an author can make for in-person events. It sets up in under a minute, stands behind your table or off to the side, and creates instant visibility from across the room. People will spot your banner before they spot your books. 

A well-designed banner with your cover art, your name, and a short tagline or genre label tells the whole room who you are and what you write. It also photographs beautifully for social media, which is a bonus.

9. Clipboard, Notebook, and Extra Pens

You may need to write something down. A bookseller might want to place a larger order than you have on hand. A reader might want a personalized dedication that you need to spell correctly. Someone might ask you to hold a book while they run to the ATM. 

Having a clipboard with paper and a pen within reach means you can handle all of it without panicking. A small notebook works just as well. Keep it on the table or tucked in an easy-to-reach spot.

10. Merchandise, Pins, Magnets, and Bookish Items

Low-cost merchandise items do something important at a book event: they give people a reason to stop, browse, and linger. Once someone is standing at your table, the chances of them picking up a book go up significantly. 

Offering pins and magnets at a low price point, say $3 each, with bookish sayings printed on them, is a smart strategy. Not everyone will be ready to spend $15 or $20 on a book (or $24.95 each if you are buying books from my Starting Over Trilogy) from an author they’ve just met, but they might happily grab a cute magnet. And once they’re holding something, they’re much more likely to pick up a book too.

11. Extra Stock (and a Way to Store it Neatly)

Bring more books than you think you’ll need, and have a plan for storing them under the table in an easy-to-access way. Banker boxes, plastic totes with wheels, or bags that slide neatly beneath the tablecloth work well. I’ll be honest, I simply keep my extra books in the boxes they came in from Ingram. And I have seen other authors do the same.

Just know that running out of copies mid-event is a missed opportunity, and restocking smoothly without disrupting your table display is worth planning for in advance.

12. A Little Bit of Personality

This one doesn’t have a price tag. Your table is a reflection of you and your brand, and readers can feel the difference between a table that was thrown together and one that was put together with care. Use colors that match your covers or your author brand. Add a small personal touch, a framed photo, a decorative element, something that tells readers a little about who you are. You’re not just selling books. You’re inviting readers into your author world, and that starts with the table in front of them.

Getting your table setup right for your first event takes a little planning, but once you have your system down, it becomes second nature. Start with the basics, add pieces over time, and don’t be afraid to adjust based on what works at each event. Every author table tells a story. Make sure yours is a good one.

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Copywriting For You Corporation helps authors and small businesses find the right words for every occasion. By day, Ann Schreiber is a full-time copywriter. By night, she is a romance novelist (though genre lines may be shifting soon). 

Ann is the author of the Starting Over Trilogy, which includes Emily’s Next Chapter, Jessica’s New Beginning, and Liz’s Forever After, as well as the standalone spicy novella The House Always Wins. 

Visit us at copywritingforyou.net.*