by Jeanne Burrows Johnson
ANALYZE YOUR INITIAL ITINERARY
With the dates from your preliminary schedule in mind, examine the map and consider whether there is anything else you should add to your trip. Examining your contact database(s), you see the name of a library near your friend’s home. In your notes, you see that you had a good rapport with the library manager when you called to thank her for ordering both hardcopy and Kindle editions of your last published book. In reconnecting with her, you can mention that you will be speaking at the bookstore in the library’s neighborhood. You can then inquire if there is a book club or other activity that fits with your genre, or another aspect of your work as an author that may be of interest to her patrons.
After a brief but warm conversation, you have added another event to your trip! You will be speaking at a monthly meeting of the local chapter of the American Library Association (ALA) division, United for Libraries (previously called Friends of the Library), which includes many of the city’s high school English teachers. Your topic will be your move from a career in teaching history to writing books about the families who moved along the Oregon Trail from Independence, Missouri, to Oregon City.
BE MINDFUL OF AIR AND GROUND TRANSPORT
While you have spent a day in contemplation and phone calls, you now have the information you need to complete your travel plans. The airline with which you have had a long-term relationship announces that you have sufficient travel miles to boost your reservation to business class, with a slight fee to ensure you can change the reservation if necessary. As to fees for carrying materials for your speaking engagements, you will have to determine what you will require for both of those occasions, and whether you will ship them ahead of your departure from home.
Since the authors’ event is being held at a major hotel near the city’s airport, you can use their shuttle for arrival and departure. When making your hotel reservation from two days prior to the event to two days after it, you have learned that there are two restaurants, a bar and a commercial office with computers and printers to produce any materials you have not carried with you. Keep in mind, however, that there is no way of knowing the amount and type of paper and audio/visual supplies they may be able to provide.
A couple of the author's organization members living in that city are friends, so if an opportunity for shopping, meals, or other enjoyable occasions arises, you should be able to ride with them. For the second leg of your trip, you will be staying with your friend, and she has offered to provide transportation to and from that city’s airport, as well as to the bookstore and library where you will be speaking.
WHAT SHOULD YOU SHIP AHEAD OF YOUR TRAVEL?
Arriving at the hotel of the authors’ event two days early will allow you to connect with its leaders and other attendees who should be apprised of your latest publication and your speaking engagements. Even if calls and emails yield no response to your pre-event communications, you might want to carry some of your speaking materials with you in case the event’s leadership calls on you for spur-of-the moment assistance. Perhaps as a greeter, to sit on a discussion panel, or even to give an unexpected talk from the podium!
If nothing else, you will be able to share copies with old and new acquaintances who may provide feedback that will enhance those speaking engagements. Additionally, depending on your relationships with the event planners, you may want to send them copies of these materials in advance. Even if they do not respond initially, if you have masters of such files with you, you can easily respond to any call for you to participate in an unexpected way.
After further communication, your friend in the second city has agreed to have a box or two shipped to her, a week or two in advance of your arrival. And, if the major event’s organizers should communicate with you in advance to ask for your assistance, consider contacting the hotel about sending anything you may need in advance.
DETERMINE WHAT YOU WILL WEAR AND CARRY EACH DAY
When was the last time you examined your closets and drawers? Are your bags and luggage in good condition, with fresheners or sachets stored in them? Is their construction sufficiently substantial to survive the modes of travel you will be using? Are their locks, closures, and compartments safe and appropriate for what they will contain? Do you need to replace any clothing, accessories, toiletries, prescriptions or supplements? Does anything need repair? A few days before departing, air out your bags and lay out everything that needs to be packed in them.
Regarding clothing, think about the types of events you will attend. Personally, I tend to wear black dresses, which are easily augmented with colorful Asian or Island jackets or shawls. Beyond that, I wear a few pieces of decorative jewelry, ornaments to keep my hair in place, and a large black and gold name badge with my personal logo. Having difficulty walking? I rely on wheelchairs and rollators. With stiff hands, I find that slip-on shoes with Velcro closures are ideal for me.
Remember that it can be dangerous to display items that appear valuable. Designer bags and precious jewelry can easily catch the eyes and hands of thieves. I have designed much of my own jewelry as a means of introducing myself and opening conversation. Fortunately, a casual glance does not announce what their quality may be. For both men and women, I suggest carrying bags with multiple compartments, so that you can easily take ties, scarves, and belts—preferably lightweight—with colors and patterns that will harmonize with, and expand, the appearance of your wardrobe.
Make sure that you carry the most important things in your purse, portfolio, briefcase, or other carry-on bag, in case your checked luggage does not arrive where and when it is needed. This includes valuables, medications and supplements, underwear, makeup, and electronic files of important documents, plus extra chargers for your phone and any other electronic device(s).
Depending on the time of year and locations you will visit, weather changes may require more items than you expect. That happened when I last visited my hometown of Portland, Oregon. The first few days in early September brought lovely weather, and I had packed perfectly (except for supplements I found lacking). Unfortunately, on the second day of addressing students at my old high school, the weather changed; it was cold, windy, and rainy … for which I was not prepared.
EVENT DISPLAYS
In the scenario I have described, you have a friend who is a patron of the venues at which you will speak. Even if this is so, or you are personally familiar with them, look them up on the Internet to verify location, layout, and facilities. If you have any questions, call and speak to the manager in advance of your trip. The last time I had to prepare a display at a store, I called, and the person in charge of arrangements was not familiar with the plans for the scheduled event. Fortunately, I had both my husband and a girlfriend to help handle unexpected challenges. In the end, I was provided with a long table that afforded plenty of space for my acrylic display of books, a sign-in sheet for visitors who wanted to stay in touch, plus bookmarks, business cards, and a few secretarial supplies.
Since your public speaking is not in your hometown, it will be awkward to provide your own table or chairs. If possible, have lightweight display materials (even folding) that will allow you to present your books simply, with easy access for both attendees and you. And don’t forget to have bookmarks or business cards for them to later contact you, as well as sign-in sheets for people to leave their contact information if they would like to know about your publications and future events.
POTENTIAL SALES
If book sales are part of an event, make sure that you understand the method(s) by which this will be achieved. Do you facilitate the sales yourself? This will mean you have to explore the financial and local tax situation in advance. This may also alter how and when you ship the materials you will be selling, and in this scenario, whether you will leave copies of those materials at the bookstore and/or library upon departure. If your friend agrees to handle the return of books and other materials to you, be polite and have all boxes, labels, and any other necessary materials prepared for her, or anyone else charged with helping you.
PUBLIC SPEAKING
When planning for public appearances, you will need to research the aspects of each location at which you speak, for they will certainly offer different opportunities and challenges. Will someone introduce you? If so, have a short paragraph prepared for them on sturdy cardstock. Will this person or someone else assist you during any question-and-answer time after you speak? How large is the space in which you will speak? How many attendees are expected? Will you speak from a stage? I cannot climb stairs, so I might have to sit at the front of a stage. Is there a podium? If you are too short to speak from that position, will you have a small stool on which to stand? No, that would not help me. If you are too short or too tall, can you be seated at a table? Yes, that is of benefit to me. Is there a sound system with which you should become acquainted in advance of speaking? Personally, I have been speaking from a stage since I was a child, and I do not usually have a problem in projecting my voice. Please note that some speakers choose to carry a small portable sound system, which can be plugged into a facility’s system.
How long will you have to speak? (Don’t forget a clock or watch and remember to practice your timing in advance). Will there be time for attendees to ask you questions in the room in which you speak? Can you make yourself available to attendees after you speak, in another room where you might have an opportunity to sign books and/or sell them? Closing thoughts: Don’t forget to personally thank the individuals and organization(s) that have arranged for your speaking engagement, as well as for their assistance while you are there.
