The Broad Universe Table

The BU table at conventions has several purposes:

To let the world know we are here
To acquaint women writers with Broad Universe
To sell books
To make sure editors, publishers, librarians, educators know that all these wonderful women writers exist and are writing wonderful stuff.

In short, we want to increase awareness of women authors. The table exists to do this by reaching out to: readers, writers, editors, publishers, librarians, educators, etc. As such, it should promote feelings of friendliness and be organized and easy to approach. Please don't bring your knitting or plan to read while you staff the table. You are the voice of BU while you are at the table. You can't do both adequately.

Table Managers

At present BU supports a table regularly only at WisCon, although we plan to extend our convention coverage. WisCon's table manager is assigned by the motherboard. Other conventions that will have a good attendance by BU members (ten or more are recommended) are candidates for a BU table as well. If you would like to have a BU table at a conference, find out how many members are going. Contact the motherboard with the list of BU members that will be attending and are interested in supporting the table. Also send in the name of an attendee who is willing to act as the table manager. The motherboard will consider the request and send instructions to the table manager on how to proceed and manage the table. Send in requests for tables at a conference to: booktable(at)broaduniverse.org.

There are a number of benefits for volunteering to be the table manager at a convention. First of all, it gives you a chance to network with other members as well as members of the mother board. You will learn a lot about how BU functions and what other activities BU is participating in at the convention and elsewhere. Another good benefit of being the table manager is that you will spend a good bit of time meeting other conventioneers. These people are speculative fiction lovers and all are possible readers of your work. Last but not least, you will be able to actively participate in the functioning of a growing and vibrant organization. You will not just participate, though, you will be contributing in an important way.

If you think you'd like to be a table manager at an upcoming convention, send an email to booktable(at)broaduniverse.org.

Setting up the Table

Think of the table as a wonderful trap. The newest and hottest books should be prominently displayed (use the small book easels) and then not-so-well- known books of the same genre should be right in there with them. Same with promo literature and freebies. Get familiar with as much as you can so you can point out similar things to people as they browse. Ask them if they have special interests and then show them something in that grouping.

First priority is the books for sale. Set up the table so it looks full (if you don't have enough books lay more of them down flat on the table.) Every day move the books around so that the table looks new each day. If you have a lot of one title, put only about 2-3 on the table and keep the others under the table. As books are sold you can take more from under the table.

Place promo material in such a way that there is not a huge pile of stuff next to a small one. In fact, don't put out a huge pile. Keep the piles relatively equal. So that means you'll have to keep an eye on things and put out more stuff as the piles diminish. The piles will diminish as you give away promo pieces. Actively ask people what they like to read and give freebies and brochures away. That's what they are there for. When all of one piece are gone fill in the hole by moving things around to keep the layout fresh. It gives you a chance to look at everything again so you know what it is and can give the right things to table visitors.

It's helpful to keep the promo material of the same genre in the same part of the table. You can then stray a bit to other parts of the table once you have engaged the visitor. If you can, put the freebies and promotional material near similar books. Don't put them all in one place. You want visitors to look at the whole table.

Items for Sale

Member books are the main things we sell at the table. If time permits, familiarize yourself with these books. Check to see if the author has left a press release or description of the book. Read the back jacket or the first page if nothing else. This will help you make suggestions to those browsing at the table.

We also have other items. Right now we have t-shirts with Mary Shelley's picture on them. There are no longer any extra large sizes but there is a nice assortment of small to large. Bring them to people's attention. It's an attractive shirt and gets our message and name out.

If we have buttons, use those to engage people. The buttons are great ice breakers. You can ask people at the table or people passing by if they have their first edition Broad Universe button "when they are gone, there aren't any more." "We are only asking a dollar to help us promote women authors." Some people will give you $5 or $10 for one button. Offer them 2 buttons (one for a friend). It's good pr. And the button is already paid for. You've given them something!

During slow periods, when no one seems to be browsing our wares, you should stop passersby by asking them if they know about BU. Try some lines like:

"Have you heard about Broad Universe?"
"Do you like vampires?" (There are some very good books you can show off)
"Have you met any fascinating women warriors lately?"
"Have you got your original, first edition Broad Universe button?"
"Stop here and find out why Broad Universe is the hottest topic in this galaxy?"

Or ask a trick question from a book you have read that is on the table. You can let them know it's a membership organization to promote women writers of science fiction, fantasy, and horror. If anyone seems interested (and maybe even if they are not), pass them the blue brochures. Answer any questions they might have with an eye to selling a membership. Be active. Be engaging. You will have fun. Guaranteed.

Give people BU brochures or booklets when they donate for a button or any other promotional item. Then they will have the web address. This is valuable for them especially if they are writers.

Handling money

When selling items from the table you will need cash for set-up. This is the money you need for change. This cash should include at least: 2 rolls of pennies, 2 rolls of nickels, 2 rolls of dimes, 2 rolls of quarters, $50 in singles, $50 in fives, $100 in tens. Make sure to record the cash set-up on a receipt and include sales tax. Sales tax is different for every state. Make sure you find out what the rate is for the state where the convention is held. Be detailed. In general, the table manager will be responsible for this, but be aware of it. If a sales tax license will be required, the BU treasurer will handle the paperwork required ahead of time. If you hae questions on this, ask the table manager.

Information about checks: So far we have not had a bounced check, but to be safe, get an ID and write the information on the sales receipt NOT on the check. Every sale must be recorded on a receipt. There are receipt books for that. On the customer copy (yellow) there should be a sticker at the top with the name of Broad Universe and our web site URL. Please write carefully and press hard when writing receipts. Make sure there is enough information about what is sold so that authors can be accurately paid.

In all cases keep the money safe. If you are the one responsible for the money make sure to get a safe from the hotel. Keep an eye on the money at all times or keep it in a safe place. A basket or box on the table makes a good donation receptacle. Frequently check the amount (if you've been doing a lot of business) and never leave more than $15 or $20 in the container on the table. That's enough for change for a $10 or $20 bill. The rest of the money goes under the table in a box that cannot be reached by someone reaching under from the front of the table.

Assist the Authors

All authors whose work is being sold are expected to spend a couple hours at the table. They can meet their fans and learn more about what fans like. Their participation will also afford other volunteers a break from table work. It is typical when we do tables for a couple of members to make a major time commitment to working at the table. Keep in mind that they will want to attend specific panels so authors should make themselves be available at times when the other volunteers would like to be free .

If you are staffing the table and are an author be sure to talk about your book. Hawk your book. People love to talk with authors and you may even sell a few. Two of the authors at LACon sold most of their books while they were at the table.

Breaking the Table Down

The table manager will be responsible for ensuring the table is cleared of BU materials and the materials are sent to wherever they need to go at the end of the convention. The manager will receive information on how to do this from the mother board. However, at some point during the convention, find out when the table will be packed up and volunteer to assist the manager in process.

Additional Considerations

No one should be taking up space behind the table unless they are selling. No extended eating and chatting with friends which makes the table look unprofessional and reduces the space for sellers and customers.

Each author has a right to be paid for the books of hers that sold. That means pay particular attention to filling out readable receipts. Press firmly. Grace O'Malley, BU Treasurer, has changed the system to make it even simpler due to the tremendous amount of time it has taken to reconcile the last three dealer's tables. Each book for sale will have a peel-off sticker with the title of the book and the selling price. Compare sticker to book to make sure stickers have not been switched and put the sticker on the white copy of the receipt. Then carry over the price to the right hand column and bring the total to the bottom by adding up all purchases, adding tax and calculating a total. Give the customer a readable yellow copy.

Make sure to indicate whether the payment is by cash or check. If by check then get the person's ID and write on the receipt what the ID is and the number on the ID. Do not write on the check.

If someone returns for a refund the general rule is "NO REFUNDS." Exchanges can be made. If the person paid by check, there is the possibility that the check is no good and they are coming back to get a cash refund for their bad check. This is why you write on the receipt that they paid with a check.

If someone wants to join, fill out a receipt for them too. Make sure to get the person's street address and email. Please write clearly. More than one member got lost because the writing was illegible.

Working the table is an easy way to meet fans of your work. It's helpful for you as well as others. Remember, the couple of hours you spend at the table, makes it possible for the table manager to attend panels. And it's fun.

If you have any additional questions about running the table, ask the table manager.

If you have any ideas that aren't listed here, let us know: info(at)broaduniverse.org

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