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Book Fairs 101
A How-to Handbook for Book Fair Exhibitors

By Susan Ravdin

Part 9
And Now for the Hard Part: Packing It All Up!

Ok, so now it's all over, the customers have gone home, and we face what I think is the hardest task of any book fair: the pack-out. This is not the time to relax because now you'll need all the adrenaline that's been keeping you going during the day (or all weekend) more than ever. If it's been a great show with loads of sales, keeping it pumping isn't hard, but if it hasn't, getting that energy level back up can be a real challenge even for the most seasoned book fair dealer.

I'm not going to talk about how to pack your books or take down your display. If you got to the fair and you set up properly, you already know how to do that. This is going to deal with two things: timing (because as in so many things, timing is everything) and loading up.

Take your time and do it your way

Many dealers have displays and pack-up techniques that allow them to whack everything into boxes, grab up their table skirts, throw things into their vans, and get out of the fair in a half hour or less. I tend to have a two-sided reaction to these colleagues: first, I'm envious because I know that they'll be half way home or, if they're staying the night, having dinner and deep into their second glass of wine before I'm even out of the hall; second, I wonder how their stock has fared after such a hasty retreat. Our stock spends so much time in boxes between fairs that we pack with inordinate care, and take anywhere from two to three hours to get out, depending on the stock we brought and the complexity of my set-up (here read the amount of packing tape used to hold the pieces in place!).
Frankly, when I'm at a fair where I know we'll have a limited time to get out, I try to remember to use a simple set-up. But, somehow, I can still get carried away and need far more time than I have to finish packing. And we're almost always the last ones out of any fair anyway — though a couple of colleagues do compete with us for the "last out" trophy at several fairs. A few promoters greatly underestimate the time it can take some of us to get done, and plan only an hour or an hour and a half - they're twiddling their thumbs watching us and really putting on the pressure, we're trying not to damage our stock or equipment in the process.

I remember one fair at a hotel where the organizers had told the venue that everyone would be out in less than two hours, so the hotel booked a wedding reception that night. The show closed at 5:00 pm and the guests were due to start arriving at 7:30. By 6:45 we were the only ones still there, the room was being set up around us, and the round dinner table that was to go where our booth had been was set and waiting in the hall. As each box was packed, a hotel staffer pulled it out into the hall and guarded it like it was his own; as a table was cleared they folded our drapery and whisked the table away. At about 7:15 they'd gotten us out completely, the dinner table was moved in and the room looked like we'd never been there. And they did it all without making us feel we were putting them off their game. Very impressive!

Occasionally, when only one or two dealers are left, the promoter will leave, and we'll be on our own. Usually, though, s/he'll remain until we're done or will leave one staffer behind to help us out, and that's fine. Most will not make us feel rushed as they understand why we take so long. I really do appreciate their patience.

I guess what I'm saying is take the time you need to pack and don't worry about it too much, but if you're one of those that can be out in, say, an hour, do me a favour and think of us still slogging away while you enjoy your dinner.

Gettin' it all in there

Now, I know you know how to load up a van. What book dealer doesn't? So why do I think I can tell you anything you don't already know? Only because I've been doing fairs for so long ...

Tipped porters - Using porters can be a huge help, but remember porters have to be paid. A few shows pay them for their time and discourage any tipping, but these are few and far between. Most organizers count on us tipping the porters, so they are, in essence, working for us. Most are very hardworking, strong and willing to do whatever is asked of them, but they're often inexperienced and, in loading our vehicles, we are each asking them to do very different things. So, be patient, give clear instructions, and stay with them as they load - I've seen dealers walk away from their vehicles leaving clueless porters trying to figure out how everything fits! And tip them according to their worth, $10 is the minimum, but if they've really excelled, consider something extra.

Union help - Then there are the halls that use union workers. Most of these fairs are major ILAB or long running fairs using convention centers or exhibition halls. Depending on the venue, these guys can be great, or they can be very frustrating - and the rules they work under can also be frustrating. One place has great staff who handle things carefully, do as you ask with your stock, are polite and friendly, but their efficiency is hampered by the union schedule: after two hours of work at the end of the show, the union rules require a half hour dinner break, which means that just as most dealers are ready to load out, all work stops for half an hour. And, since you get on the "ready to load out" list only after your booth is fully packed, if you're like us, you're signing up just as the dinner break starts, so your wait for help can be long.

Another major fair - and it will remain nameless - is my bête noir of pack-outs. It requires you to use union help to load up, even though you're able to drive close to your booth. And those guys are not only rude, but they think they know it all: "That's alright, ma'am," one said to me when I protested that it had to be done a certain way, "we've done this before." Oh, they got it all in, but there was no way to see out the back to drive. We thanked them, a bit sarcastically, then emptied the van and re-loaded it correctly, resulting in a clear and un-obstructed view. It was just easier than arguing the point endlessly.

Drive ins - Sometimes — and I love these places — you can drive your car right up to your booth and load up, but usually only if you're later in getting ready, as the early birds' booths must be pulled down and gotten out of the way. Our load-up record at one of these is eight minutes (if the union guys mentioned above aren't involved). So take full advantage of the opportunity, but please, don't drive in until your booth is packed up - one of my pet peeves are people who drive in, park in the aisle, and pack and load box-by-box, blocking the way for the rest of us for an hour or more.

Then there are the huge events, like major antique shows that incorporate book fairs or include book dealers. The logistics of getting hundreds of dealers with all kinds of stock and vehicles in and out must be daunting, so at one of these, be patient, know you'll be waiting for a long time, and accept the situation. You may get lucky and end up right at your booth, or you may have to dolly out. Once in a while, I've been able to improve my slot by pointing out - ever so nicely, of course - that if the guy in charge of my section can get our van right next to our both we can be out of his hair in ten minutes, but if we have to dolly it will take at least 30. Sometimes it works, sometimes not, but it's always worth a try.

Finally

Once you're out and on your way, drive carefully. We don't want to see your books scattered all over the highway ... nor you!

More subjects to come ... eventually!

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Home | Conditions of sale, and orders

Wilfrid M. de Freitas - Bookseller
P.O. Box 883, Stock Exchange Tower
Montreal, Canada H4Z 1K2
Tel: (514) 935-9581
E-mail: Wilfrid@deFreitasBooks.com

Last updated: 04/02/2017
Site maintained by Susan Ravdin