The Independent Bookstore's Event-Planning Checklist

Every bookstore runs events a little differently, but the steps that get missed are usually the same ones. Use this as a starting checklist and adjust it to how your store actually works.

4-6 weeks out

• Confirm the author, date, and format (in-store, virtual, or both) in writing.
• Decide whether it's free, paid, or ticketed-with-a-suggested-donation -- and whether a ticket includes a copy of the book.
• Pick the featured book and confirm you can get stock in on time (or that it's available for pre-order).
• Publish the event page with a real description, not just a title and date -- attendees decide whether to come based on what's actually written there.

2-3 weeks out

• Share the RSVP link everywhere you'd normally promote an event: your newsletter, social, and your own website -- not just a poster in the window.
• If you have a website, put the event on it directly rather than only linking out to a third-party ticketing page; it reads as more official, and keeps the visitor on your own site.
• Set a capacity if the space requires one, and make sure a waitlist kicks in automatically once you hit it -- manually tracking "call the next person on the list" is exactly the kind of task that gets dropped during a busy week.

1 week out

• Confirm the author's arrival time, any AV needs (mic, projector), and seating setup.
• Print or generate a poster for the front window and the counter -- a QR code straight to the RSVP page removes the "I'll look it up later" step that loses attendees.
• Send a reminder to everyone who's RSVP'd. This alone measurably reduces no-shows.

Day of

• Have a simple check-in process ready -- a printed list or a scan-based check-in, so the person at the door isn't cross-referencing a spreadsheet while a line forms.
• Stage extra copies of the featured book somewhere visible near the register, not just on the events table.
• If it's a paid or ticketed event, know your refund policy before someone asks for one at 6:45pm.

Right after the event

• Send the "thank you, here's how to buy the book" follow-up the same day, while the event is still fresh in people's minds -- see our post on turning attendees into buyers for why same-day matters more than most stores assume.
• Note anything that went wrong logistically (parking, mic feedback, ran long) somewhere you'll actually see it before booking the next similar event.
• Look at attendance vs. RSVPs and books sold vs. attendance -- both numbers matter, and they tell you different things about how the event actually went.

A lot of this is easier with software that was built around it rather than a mix of a spreadsheet, an email client, and a paper sign-in sheet. See how BookEvent Pro handles the RSVP, reminder, check-in, and follow-up steps above, or start with your next event for free.