F.A.Q. for Authors

A list of frequently asked questions and their answers (FAQ) for attending authors. Do you have a question you need answered? Email us.

How can I contact the event organizers?

The best and most efficient ways to communicate with the organizers about the event is though the private Facebook group and email. Using these two ways ensures that EVERYONE on our team is aware of your questions, comments and needs.

Facebook Messenger is NOT an acceptable way to communicate with the organizers regarding questions or concerns you have about the event.

When is the next event?

The Imagine Other Worlds with Authors Book Signing event will be held on Saturday, July 21, 2018 from 10 AM to 3 PM at the Clarion Hotel and Convention Center in Cedar Rapids, Iowa.

The Imagine Other Worlds with Authors Book Signing event will be held on Saturday, July 20, 2019.

What is the schedule for the day?

The schedule for the day is as follows:

  • 8:30 AM: Author registration and setup begins.
  • 10:00 AM: Doors open to the public
  • Noon to 1 PM: Event closed for authors to get lunch on their own
  • 1:00 PM: Doors open to the public
  • 3:00 PM: Event closes and teardown begins

Traditionally, we have gathered at a local restaurant the night prior to the event and after the event for dinner and drinks. We create events in the private Facebook group with those details as plans are solidified.

How much space will I be allotted?

In 2018, each author will receive a 6′ by 2.5′ foot table with 2 chairs.

In 2017, each author will receive a 2.5′ x 4′ table space + 2 chairs.

Why did you change venues?

With our move to the Clarion in 2018, we are able to give attending authors more table space (6 foot by 2.5 foot table) and physical space between booths. This will help authors display their books more easily and allow for better traffic flow. Additionally, we will have a secure space that will allow us to physically close and lock the space during the lunch hour, allowing authors a bit of down time to get something to eat. This is a common practice at many author signing events and one we have not been able to accommodate with our past location.

Many of our past attending authors, as well the event organizers, have attended several successful author signing events at hotels. We are hopeful that our move to the Clarion will attract readers from the Cedar Rapids Metro area, the Iowa City area and some of the smaller communities between here and there as the Clarion has easy access off both I-380 and Highway 30. Our marketing efforts, along with encouraging the attending authors to promote the event creatively online and in their community, should help us to expand our reach and encourage more readers to stop by for an hour or two to meet authors. The event is still free to readers to attend.

How much is author registration?

This is still being determined for 2018, but the cost will be $75 (plus processing fees) for a 6′ by 2.5′ table with two chairs.

In 2017, author registration was $50 plus $3.74 processing fees for a 2.5′ x 4′ table space with two chairs. Registration included space for the author and one assistant.

For author registration, is payment expected when I register?

Yes, payment is required at the time of registration. Our budget relies on paid registrations.

How do I cancel my registration?

You need to email the event organizers at contactus@ia-otherworlds.com. This is the ONLY acceptable way to inform the event organizers that you are unable to attend.

When you email the event organizers to cancel your attendance/registration, please include whether another author will be taking your place and you are transferring your registration to them along with all of the new author’s relevant contact information. If you do not inform the organizers upon cancellation that another author will be taking your spot, the organizers may, at their discretion, make an attempt to fill the open table. Once that attempt is made, your registration is no longer transferable.

Please remember that your registration is NOT refundable.

Is my author registration refundable?

Registration fees are not refundable. Our budget relies on paid registrations and we are unable to refund your registration fee.

Is my author registration transferable?

Yes, you may transfer it to another author. You are responsible for finding an author to fill your spot and informing the event organizers via email at contactus@ia-otherworlds.com.

When you email the event organizers to cancel your attendance/registration, please include whether another author will be taking your place and you are transferring your registration to them along with all of the new author’s relevant contact information. If you do not inform the organizers upon cancellation that another author will be taking your spot, the organizers may, at their discretion, make an attempt to fill the open table. Once that attempt is made, your registration is no longer transferable.

Registration fees are not refundable. Our budget relies on paid registrations and we are unable to refund your registration fee.

Is the event still free for readers?

Yes, the event is still free to readers to attend.

Many of our past attending authors, as well the event organizers, have attended several successful author signing events at hotels. We are hopeful that our move to the Clarion will attract readers from the Cedar Rapids Metro area, the Iowa City area and some of the smaller communities between here and there as the Clarion has easy access off both I-380 and Highway 30. Our marketing efforts, along with encouraging the attending authors to promote the event creatively online and in their community, should help us to expand our reach and encourage more readers to stop by for an hour or two to meet authors.

What are my parking options at the event?

There is free parking at The Clarion Hotel and Convention Center in Cedar Rapids, Iowa.

Other than authors, who will attend the event?

We are hopeful that our move to the Clarion will attract readers from the Cedar Rapids Metro area, the Iowa City area and some of the smaller communities between here and there as the Clarion has easy access off both I-380 and Highway 30.

Our marketing efforts, along with encouraging the attending authors to promote the event creatively online and in their community, should help us to expand our reach and encourage more readers to stop by for an hour or two to meet authors. The event is still free to readers to attend.

As an attending author, when should I email you?

When your message is of a personal nature and is not necessarily for public consumption or you are unsure if it is appropriate for the group. For example, you are unable to attend due to unforeseen events or you found an error on the web site or social media post.

Facebook Messenger is NOT an acceptable way to communicate with the organizers regarding questions or concerns you have about the event.

As an attending author, when should I use the Facebook group?

When your message concerns not only the organizers, but all the attending authors. For example, you need to know more information about the area or what to expect at the event. The Facebook group can also be used to get to know the organizers and the other attending authors.

Facebook Messenger is NOT an acceptable way to communicate with the organizers regarding questions or concerns you have about the event.

Am I required to help promote the event?

Yes, you must put forth a good faith effort in helping to promote I.O.W.A. We will provide you with a number of social media friendly images you can share as well as printable flyers to post around your community. Please share your efforts on your preferred social media outlet using the hashtag #OtherWorld18 or post a note in the author group.

We do monitor the attending authors and their efforts to promote the event. If we feel you have not made a good faith effort to promote our event, it is possible that you will not be invited to attend in subsequent years.

Please see our Promote I.O.W.A. page for details about how you can help promote I.O.W.A.

Why am I required to help promote the event?

Our budget is limited to the money coming in from author registrations. Most of our budget is taken up by venue rental fees and the required insurance coverage. This leaves very little left to pursue large advertising efforts.

We do monitor the attending authors and their efforts to promote the event. If we feel you have not made a good faith effort to promote our event, it is possible that you not be invited to attend in subsequent years.

Please see our Promote I.O.W.A. page for details about how you can help promote I.O.W.A.

What do I need to bring to the event?

  • Copies of your books
    • Recommendation from past attendees: About a dozen of each book. If you have a series, you may want to bring extra of book one in the series.
  • Business cards
  • Your Square and/or PayPal card swiper
    • It is HIGHLY recommended you practice using your device BEFORE the event. We will NOT be able to provide technical support for you during the event.
  • Money to make change
    • Recommendation from past attendees: A minimum of $150: $50 in ones, $50 in fives and $50 in tens.
  • Markers or pens for signing
  • Swag/Giveaways
  • Banner with your name
  • A tablecloth
  • A newsletter signup list and pens for people to use
  • A silver sharpie is helpful for signing eReaders and other dark things
  • Snacks and/or something to drink in case you can’t get away from your table
  • Chapstick

Do I have to bring my printed ticket/registration to the event?

This is still being determined for 2018.

Will the tablecloths be provided?

Yes, the tables will have standard tablecloths and draping provided by the hotel.