Event Planning Guide
Details about working with Circuit Rider Books...
We will provide special displays for your conference/event featuring books by the keynote speaker and other authors present if you provide us with appropriate information according to the enclosed timeline. We are also able to provide topical displays, if you specify the topic your event addresses.
In addition, our larger staffed bookstores will include rolling bookshelves of our 'regular' stock of Bibles, denominational resources, children's books, and the newest books published by selected mainline protestant publishers. Our resources cover all aspects of Christianity: biblical studies, church history, theology, prayer and spirituality, worship, preaching, music, the liturgical year, christian living, social issues, Christian education and faith formation, ministry with children and youth, pastoral care, family ministry, children's books, fiction for youth and adults, evangelism, stewardship, gift items, and more. Circuit Rider Books is truly a full Christian bookstore on wheels.
If your participants do not find what they want on our shelves or in a book box we send, they may always place a special order with us for any book that is currently in print! Please see our services page for information about this popular service.
We try to keep "people hours" while at your event, keeping our area open for browsing at all times, and staffed for sales at all times your participants are not expected to be in event seminars, classes, worship, plenaries, or other programs. Usually we open 1/2 hour after breakfast service begins or at the time registration begins. We are open during all breaks, free time, and meal times during the day, and close about 1/2 hour after the last scheduled program in the evening. Our staff takes their breaks while your participants are busy in your program sessions.
When at your event, discounts of 20% are available to the churches, pastors, and paid professional staff (music, youth, CE directors, etc.) of our Covenant Partner organizations AND to those patrons who wish to become Sustaining Members of Circuit Rider Books' ministry by donating $25 or more per year to our organization. Unsure if your event falls under the umbrella of one of our covenant partner organizations? Just ask our staff!
The best location for our book display/store is near your conference registration, display, or vendor's area; near the refreshments/dining area; or near a high-traffic entrance to the facility you are using.
For a full Circuit Rider Books' display and sales area, approximately 200 sq. feet of space is needed. For smaller displays, proportionately less space is needed: anywhere from a 6' table for a display box of books, to a couple of tables for a 3-box Saddlebag sale, to less than 50 sq. feet for just a few of our rolling bookshelves of resources. For examples of event set-ups, please see our event photo gallery.
We are used to being flexible and accommodating to the space available, so please contact us and we will gladly discuss options with you. For us, every event is unique, and we have set up in hallways, narthexes, Sunday School rooms, dining rooms, gyms ... you name it! If you have a scale drawing of the space you plan to use, we will assist you in pre-planning your event's layout. Please note that we cannot negotiate stairs because of our wheeled bookcases: ramps and/or elevators are required if your facility is not all at ground level.
We provide all table coverings, display items, signs, hand trucks, equipment, electrical cords, bookcases, and tables (4'x2') we use. If you have a very large conference, or a large number of speakers or seminars, we may need additional table space for resources unique to your event.
Pre-event publicity materials announcing Circuit Rider Books' participation can be provided upon request (please allow a minimum of 2 weeks' lead time for publicity materials to be generated & delivered to you). These materials will be tailored to your needs and event, and may include posters, bulletin inserts, newsletter articles, website logos & information, press releases, etc.
What we need on site at your event:
- adequate lighting (it is hard to see the books in a dark hallway...)
- a minimum of two electrical outlets: one for our computerized checkout and another for listening to the music demo CDs and/or demo DVDs of educational materials
- loading area and parking for a truck about 30' long x 12.5' high.
- access to a telephone line and/or the internet will enhance our service to your participants. A telephone line (for 800-prefix calls only) allows us to process credit/debit card sales in real time, saving us up to 2% in merchant fees per transaction. An internet connection (ethernet port or wireless) allows us to give your participants (a) access to our website resources and (b) immediate answers regarding the availability of resources not in stock at your event.
Because Circuit Rider Books is a non-profit ministry, and the markup on books is very small — we get just 10% of a book's cover price to help with our overhead and travel expenses — we ask you to share the costs of providing our services. We pay all our travel, lodging, and meal costs while traveling to and from your event, as well as taking the risk that not all items we order especially for your event may sell. We ask your group to provide housing & meals for one Circuit Rider staff person while at your event (options: with the group, in a host home, or at a nearby motel). We also ask for 2 volunteers from your group to assist our staff person in loading/unloading our truck (this takes about one hour when we arrive, and another hour just before we depart; everything is on wheels or transported by handtruck). A very large and/or multi-day event may be asked to provide room and board for a second Circuit Rider staff person to allow us to comply with federal motor transport safety regulations, but this is unusual and will be negotiated on an event by event basis.
What Circuit Rider Books would like from you...
Our services for each event are custom-tailored to your special needs, location, time schedule, topic, audience, and space available. The sooner you contact us and the more information you can give us, the more likely you are to receive the services you desire on the dates you wish to have them. We book large events a year and more in advance .... and smaller ones as little as six weeks away, if dates are open. Events requesting our services for dates less than six weeks away will NOT have the opportunity to request specific titles for their event: you will have to rely on our stock in hand as of the date of your event.
... for a display of books:
- Someone to be responsible for scheduling, receiving, displaying, and returning the books and any completed order forms.
- A mention that we're coming in your pre-event publicity
- A prominent display place with adequate table space and lighting
- Timely return of display books and order forms.
... for a Saddlebag (consignment book table):
- Someone to be responsible for scheduling, receiving, displaying, selling, and returning the books, proceeds, and the Saddlebag sales materials.
- A mention that we're coming in your pre-event publicity
- A prominent display place with adequate tables, lighting, and electrical outlets located close to registration, refreshments, or other high-traffic area.
- A change fund for sales if you choose to accept cash payments (if not, checks made out to Circuit Rider Books & sales slips with credit/debit card information entered are still OK).
- Accurate reporting of sales and prompt return of unsold books, payments, sales materials, and any completed order forms.
... for a book 'store' event staffed by Circuit Rider personnel:
- Someone to be responsible for being an ongoing contact with Circuit Rider Books, authorized to make any necessary arrangements.
- A completed event form (and event agreement, if necessary) plus timely transmission of event themes, schedule, book requests, number of participants, etc.
- A mention that we're coming in your pre-event publicity.
- A prominent display place with adequate area, lighting, and electrical outlets located close to registration, refreshments, or other high-traffic area. Telephone line access and internet access are desirable, but not required.
- Access to display space for 2-4 hours before event and 2-4 hours afterwards for set-up and tear-down.
- Provision for housing and meals for one of our volunteer staff near your event's location (if overnight is necessary: with your group, at a nearby motel, or in a host home).
- Two volunteers from your group who are willing to help unload & load our truck, giving about an hour of their time before and after the event.
Clear, timely communication between event organizers and Circuit Rider Books is the key to a smooth and mutually rewarding event!
Timeline & Checklist for Event Planners
General Information:
- We accept requests for services up to 12 months in advance of your event.
- We invite you to discuss the services we are able to provide with our knowledgeable event staff.
- Organizations whose denominational bodies are Covenant Partners of Circuit Rider Books receive scheduling priority. All other events are scheduled on a first-come, first-served basis.
As soon as your event is scheduled...
- Contact Circuit Rider Books to secure our services on the dates you desire
- Place Circuit Rider Books on your event mailing list so that we receive all event information for both leaders and participants. This can save a lot of confusion and phone calls!
- As soon as we confirm our attendance at your event, complete Circuit Rider's event information form to the best of your ability. Remember, it can be updated whenever necessary by phone, fax, or e-mail; online access and updates are coming soon. Be sure to keep a current copy for your files.
- Complete and return your event agreement with Circuit Rider Books.
Six months before your event (or immediately if less than six months available)...
- Be sure Circuit Rider has list of keynote speaker(s), workshop/seminar leaders, and their topics
- Distribute the book request forms to your leaders with instructions to return them to you
- Remind your leaders that they may consult directly with the staff of Circuit Rider Books if they need help locating current titles relevant to their presentation.
- Check with your host facility to find out if there are any charges for the book display facilities, and immediately communicate this information to Circuit Rider Books. Unfortunately, we do not have funds to pay for facilities.
Two months before your event (or immediately if less than two months available)...
- Confirm facilities available for Circuit Rider Books with your host church, hotel, or conference center. This should include:
- location of book display in facility
- floor space (please obtain layout for our planning; many facilities have scale drawings available)
- barriers to loading/unloading (elevators, narrow doors, curbs, etc.) We CANNOT do stairs!
- entrances
- any new facility charges for book display space or phone/internet access
- security (we request building or room locked overnight)
- availability and placement of electrical outlets
- Please communicate facility information to Circuit Rider Books as soon as you obtain it.
- Note: In general, we do not need tables as we have rolling stock shelves and bring our own 2' x 4' tables. At events with large numbers of keynoter/seminar book requests, however, 2-3 tables may be needed and will be requested in your event agreement.
Six Weeks before your event...
- advise Circuit Rider Books of current total registration for your event
- collect book request forms from your leadership and forward them to Circuit Rider Books
One Month before your event...
- advise Circuit Rider Books of current total registration and, if applicable, individual seminar/workshop registrations
- recruit volunteers to help unload/load rolling book shelves. We need at least 2 people for up to one hour to help us at unload/load time. For larger events, recruit sales clerk volunteer(s) if specified in your event agreement.
- deadline for any changes to book requests for your event (titles or priority status)
Two Weeks before your event...
- advise Circuit Rider Books of current total registration and, if applicable, individual seminar/workshop registrations
- finalize setup/tear down times with your facility, volunteers, and Circuit Rider Books
- set book display 'open' hours with Circuit Rider Books
- finalize staff housing & meal arrangements with Circuit Rider Books
One Week before your event...
- coordinate any final details or changes with Circuit Rider Books
During your event...
- relax & enjoy your event and the resources provided for it by Circuit Rider Books!
One Week after your event (or as soon as your event planning team has a wrap-up/evalutaion meeting)...
- provide Circuit Rider Books with a copy of any pertinent evaluations, comments, or ideas for 'next time'
Thank you for inviting us to serve your event!
