book_fairs





Book Fairs are a frequent accompaniment to Book Week. Here are some tips from the experts to get you started. // Follow the links to contact each supplier and // // invesitgate their services, terms and conditions including their distribution area. //
 * **Who? **

// Also consider contacting your local bookshops and working out a deal with them. // // They may be prepared to work with you // // on a personalised fair //. || Symons Educational Supplies, Gold Coast

Pegi Williams Book Shop, South Australia

Shakespeare's, South Australia

The Book Warehouse, Brisbane

Social Club Books, Victoria

Central Book Supplies, Central Coast, NSW

Carnival Fairs, NSW

Scholastic Book Fairs

Shearers Bookshop, Sydney

The Children's Bookshop, Sydney

Ask the company you choose what support they offer -some will even send a rep out if it's your first time.

If for some reason you choose to change companies for subsequent fairs, remember this is your right and you can say no to pushy salespeople. Just do it politely in case you use that company again. ||
 * **When? **

// Remember some times, such as Children's Book Week, are very popular so your vendor // // may not be able to supply you at that time if you don't book early. Some schools book from year to year to ensure the date! // || <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">**Combine** your Book Fair with another event which brings parents, grandparents and community members into the school such as
 * <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">a family disco
 * <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Grandparents Day
 * <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">parent interviews
 * <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Open Day
 * <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Science Fair
 * <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Family Reading Night

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Consider having a **themed book fair** at a particular time such as Santa's Book Shop or Winter Reads or Welcome Spring. Or tie it to the Book Week theme.



<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Depending on the financial circumstances of the majority of your parents, hold it in either pay week or pension week.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Have it for a **defined period** of time - a week is usually long enough for all to buy.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">If possible, have the stock **arrive a week before** your fair so there is time to set it up and for students to browse, especially ifthe books need to be unpacked and displayed.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Set the times **students may buy** and advertise these. It may depend on the number of helpers, other school activities and so forth. Decide whether students will be able to buy during class times or only during breaks, before and after school. Set times are better than allowing students to drift in throughout the day, but be flexible with parents.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">If you have a fixed schedule, consider allowing students to browse during class times for the week before the fair, and to purchase during class times the week of the fair. It relieves a lot of stress and streamlines time.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">If students are using a **wishlist** and bringing this with money, collect these in the morning, fulfil them during the day as you have time and distribute just before end-of-school.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Consider a **parents' only time** so presents can be bought without children in tow. Have a pre-school morning tea where parents can come with their pre-schoolers, have a snack, choose a book and then read it together uninterrupted.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">If your fair is in conjunction with a school event, have it open during the whole event.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Consider a **closing ceremony** such as a book character parade. || //<span style="color: #0000ff; font-family: Arial,Helvetica,sans-serif;">Know your target audience and have stock to suit. // || <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">The **choice of stock** is up to you so negotiate with the rep so they know who the target audience is.
 * **<span style="color: #ff0000; font-family: Verdana,Geneva,sans-serif; font-size: 110%;"> What? **

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">If you school has a particular ethos that discourages certain types of books, such as the //Harry Potter// series, then tell the rep this but it is your responsibility to check stock for suitability before it is displayed.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Some companies offer **non-book** items and you need to decide if you will have these. Because they are cheap, they do mean that every child can buy something and feel they have participated. Because they can be tempting for little fingers, consider making a display board with a sample of each item so children can select but have the stock in a secure location.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Popular titles will often sell out quickly so ensure the company you use offers a **back-order facility**. || //<span style="color: #0000ff; font-family: Arial,Helvetica,sans-serif;">Promotion is critical. Some companies suggest themes and send promotional materials to support these but you are not obligated to use them. // || <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">If you have a particular theme for your fair, think of a **catchy title** for it and ways that you can **decorate the space** to enhance the atmosphere. Children are fascinated by light and movement and it draws them in. It also shows that you have put some effort in and it's not just about being a fund-raiser.
 * **<span style="color: #ff0000; font-family: Verdana,Geneva,sans-serif; font-size: 110%;">How? **

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">This is a collage of shots from Santa's Book Shop which featured trains going a round a tree; Santa at home; fabric panels on the windows; and a host of other Christmas-themed displays including Santa's village. The word spread throughout the suburb and even non-school people came to view and buy.



<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Look for ways for **students to be involved** in the display. These trees were a feature and created when each class was given an umbrella and challenged to make a tree from it.



<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Use a themed **flier** to promote your book fair and display it everywhere you can well before the event, including social media.



<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Decide whether you will have all sorts of books everywhere so people have to hunt and maybe purchase something on impulse, or whether you will **group** according to age, format, genre or some other way. If you group, consider signage so groups are easily located.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">If you have a theme, consider a related **competition** that students can enter with winners drawn and prizes, such as a voucher to spend at the fair, awarded.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Provide time for students to browse before the fair opens. **Wishlists** allow students to select the items they would like, record their title and cost and take these home to parents. Buddy older classes with younger ones to make this easier. Parents can return the form and the money in a sealed envelope. Collect these at the beginning of the day (usually from younger students), fill the orders as you have time, and distribute just before home time for security. If an item has to be back-order have prepared notes to explain this to parents.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">**Limit** the number of items students can wish for and make sure they understand that if the parents says "No" then that's OK and tantrums and sulks are NOT allowed

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Some companies provide **wishlist** forms but these are easily made. Avoid blank paper scraps because they get lost in school bags. Attach the wishlist to a letter of explanation about the fair, such as this **** from Judi Nethery. Ensure that it is clear that the wishlist is just that - parents are not compelled to buy. ||
 * **<span style="color: #ff0000; font-family: Verdana,Geneva,sans-serif; font-size: 120%;">Who 2? ** || <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">**Helpers** are essential for book fairs - sales and security are essential and too much for one. Start early and approach potential volunteers personally so you know who you are asking. Use adults as students may be intimidated by others to be less-than-honest.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Ensure that parent volunteers are made aware that anything they learn about other children or families is **confidential.**

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Draw up a **roster** based on your selling times and have the volunteers select the times that suit them. Ensure they are aware of the role they are taking and what it entails. Give each parent a copy of the roster and their duties. **Email** them 48 hours before their shift to remind them of their commitment.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Have an **orientation session** so they know the stock and where it is. Encourage them to keep the **layout** you have created becasue young children will often remember the cover of an item and its location rather than its title or author. Make sure they know about not selling the **last item** and the procedure for noting back-orders.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Only have one person in charge of the **cash register** to avoid mistakes and delays. If you have credit card and EFTPOS facilities (highly recommended) ensure they know how to operate these. ||
 * **<span style="color: #ff0000; font-family: Verdana,Geneva,sans-serif; font-size: 120%;">How 2? ** || <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Consider having an **opening ceremony** and invite the local media. Your students assistants could organise this. Great advocacy.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Ensure you have a reasonable **float** of small change and notes - perhaps $100. Ensure credit card and EFTPOS facilties are working. Insist on only one person operating each cash register, Know whether receipts have to be given -have a receipt book handy for those who insist on one for tax purposes - and whether each title has to be recorded as it is sold. Have procedures in place to streamline the process.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Have plenty of "**last item" slips** and place these in thelast copy in the pile. Display signs that explain that the last item cannot be sold but it can be ordered. (Write the name of the person who wanted the last item on the slip so they can have it at the end of the fair. Have clear procedures for recording orders in place and submitting these at the end of each day of the fair, whichever is offered by your stockist.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">As the TL, be available to assist your volunteers and to help your clients to find what they are looking for. Use you professional knowledge to make recommendations. If you have a theme, consider dressing up appropriately to be visible.



<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Make sure that students know they need to take **responsibility** for what they buy. Unfortunately, theft can be an issue. If possible, have bags available for students to put their purchases in and name them for security. Alternatively, use rubber bands and sticky notes If classes comes as a group, have a tub for purchases that the teacher keeps to distribute just before home time.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Display a selection of books that you would like to add to the school's collection - many parents like to make a donation and having suggestions makes it easier.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">At the end of each sales session, do the **paperwork** and secure the money in the school safe. Keep a separate tally of sales figures so working out your commission is easy.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Be aware and clear about what is to happen with the **commission**, particularly if it is taken in cash. Educational authorities, such as NSW DEC, may have formal statements about its collection and disbursement; principals may see it as part of the library's overall budget rather than an extra; if the P & C has been involved, they may see it as part of their fund-raising and not return it to the library.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Consider taking it in goods and if they are superfluous to the collection, use them for awards and prizes or donate them to a local charity such as a women's refuge.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Even though there are fewer goods, **packing up** at the end of the fair can be time-consuming so enlist help. Combine it with coffee and cake. Be clear on the suppliers' instructions for accountability and returns.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Provide all your helpers, including the office manager who is taking care of the money, with a written note of **thanks**, perhaps even an afternoon tea. You want them back next time. <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">**Celebrate** the success of the fair, letting students, staff and parents know how it has contributed to both the library and the school community as a whole.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;">Start **planning** the next one - two a year is enough. ||
 * || <span style="font-family: Verdana,Geneva,sans-serif; font-size: 110%;"> For more ideas, see this **Pinterest board **from Trish wade. ||