Promote the EFA and Enjoy the Benefits of Representing the EFA at Events and Conferences

1. Promote the EFA and Enjoy the Benefits ofRepresenting the EFA at Events and Conferences

2. BUT FIRST, THANKS FOR DOING THIS!

3. SOME TIPS FOR: • Setting Up • Being the Face of the EFA • Packing Up

4. PART 1: SETTING UP

5. Allow 30-45 minutes for setting up* *Booth captains: allow more time if materials are being shipped directly to you, rather than to the booth location

6. UNPACKING Remember to save packing materials and manila envelope for use by the breakdown/pack-up crew.

7. UNPACKING Each booth will have some or all of the following: • Banner(s) and stand(s) • Table drape with logo • Spinner rack • Table signs • Flyer ID signs • Tally sheet/notepad & pen • EFA booklets • Candy dish and candy • Giveaways: fliers, screen wipes, postcards, bags • Scissors, masking tape, duct tape

8. PROBLEMS? SOMETHING MISSING? • Volunteers: Contact your EFA booth captain • Captains: Contact the EFA office (Monday–Friday) • 9a.m.–2p.m. ET: Christina Shideler, efa.christina.shideler@the-efa.org • 1p.m.–6p.m. ET: Vina Orden, vina.orden@the-efa.org • 212-929-5400

9. SETTING UP THE DISPLAY • Assemble banner(s) per instructions included in shipment • Place banner to suit the booth and booth location; best is behind the table and facing outward • Assemble spinner rack (if included in your materials)

10. SETTING UP THE DISPLAY • Cover table with table drape • Arrange flyers • Place giveaway items in a handy location • Place books/booklets in spinner rack Spinner with EFA booklets

11. SETTING UP THE RETRACTABLE BANNER • Please view the video at the following link for how best to set up the retractable banner: http://bit.ly/2F2hMzm • Note that while it is possible to set up the retractable banner alone, it is easier and therefore advisable to have two people for the task.

12. RETRACTABLE BANNER, CONTINUED

13. RETRACTABLE BANNER, CONTINUED

14. SETTING UP THE DISPLAY • Place the candy dish front and center, convenient to freeloaders – er, visitors • Put tally sheet and pen in a convenient but inconspicuous place Suggested notepad placement

15. FINALIZING SETUP • Conceal personal items, shipping containers, etc. under the table, out of sight of visitors • At shift changes, make the next volunteers aware of the location of any extra materials stored out of sight. If the booth is busy, as we hope it will be, there may not be time to look around for things. Check for trip hazards!

16. PART 2: BEING THE FACE OF THE EFA

17. RULE #1: ENJOY YOURSELF • Take full advantage of your free show badge (provided if required by the event). • Dress business casual; wear comfortable shoes. • Bring bottled water, snacks. • Bring your own business cards; you never know who you might meet. • Last-minute problems? Make sure the booth captain knows.

18. GREET VISITORS • If they seem interested, actively engage visitors in conversation • Try to make sure visitors take at least one handout or freebie. • Question you can’t answer? Get the person’s contact info and question on the notepad, to be sent back to the office after the event. We’ll find the appropriate person to help them.

19. TALK TO POTENTIAL CLIENTS • Publishers, writers and others are looking for experienced, capable freelance help. • The EFA JobList and Directory can help them find what they need at no charge (point out the relevant handouts). • JobList ads are usually posted the same day. • Most jobs are filled within hours. • The Directory makes it easy to find freelancers with specific skills and knowledge. • EFA has many repeat customers. • EFA members are professionals who can offer: • Writing of any sort of material • Editing at every level • Proofing • Photography • Graphic design • Translating • Indexing • Permissions • Research • and more! • EFA is not a placement agency or editing business. • Encourage them to visit www.the-efa.org.

20. TALK TO PROSPECTIVE MEMBERS • Be enthusiastic and welcoming. • Offer the Who We Are flier. • Answer questions about: • Dues: $145 per year plus $35 one-time processing fee • JobList subscription: free with membership • Directory listing: free with membership • National organization with 2,500+ members • Members in almost every state • Local chapters in many states and Delhi, India (if you know of a local chapter, mention it) • Active, helpful, welcoming, moderated online discussion list • Active Facebook, Twitter, LinkedIn presence

21. EFA FLIERS Who We Are Info for prospective members What Members Say Testimonials (also for prospective members) Diversity Initiative For prospective and current members interested in diversity within the EFA Find the Freelance Help You Need! For potential clients, how to reach EFA members

22. EFA FLIERS, continued Understanding Editorial Services For potential clients, outlining different kinds of editorial work Finding an Agent For authors looking to get published EFA Publications Titles of EFA booklets

23. EFA BOOKLETS • Encourage visitors to glance through/review the display copies and take a booklets flier. • We cannot sell publications at events because of sales tax issues connected with our non-profit status. • Easy online purchase information is in the handout and at www.the-efa.org. • Not necessary to be a member to buy EFA publications.

24. TALLY SHEET • If you talk with someone or even just give away a handout, please make a note on the tally sheet. We like to get an approximate idea of how many people stop by. • Don’t worry if the tally isn’t 100%; just do the best you can.

25. MAILING LIST SIGN-UP SHEET • Included in the envelope with the packing list, instructions, and return labels, you’ll find a mailing list sign-up sheet • Please place the sheet prominently on the table and encourage people with whom you speak to give us their contact info if they’d like to hear from us!

26. TAKE PHOTOS! • Please take pictures of the booth, volunteers, and the event • We will share a Dropbox folder with you • Drop in the photos and please indicate there who is who • Photos may be used in EFA PR, in the Freelancer, on Twitter, Facebook, LinkedIn and the EFA website

27. TAKE PHOTOS, CONTINUED! • Be sure that subjects are comfortable being photographed, and that they understand the EFA may use their photo for publicity purposes • Try to take action shots of EFA members speaking to potential clients • Include the EFA logo (as shown on table drape or banner) in some photos • Publish your photos on social media using the hashtags described in the next slide

28. TWEET! • Tweet about sessions you attend while away from the booth using your own Twitter account • Include our EFA-specific hashtag: #EFAat followed by the conference hashtag. (ex: #EFAat #BKBF) • The official EFA account will then auto-retweet your tweets and those of anyone else using that hashtag. • Live tweeting tips: • remember to use the conference’s hashtag on every tweet • respond to other tweeters • when tweeting about a speaker, add their Twitter handle • tweet photos • use a hashtag for the session itself if space permits.

29. PART 3: PACKING UP Breakdown and packing should take about 90 minutes

30. PACKING UP • Locate packing materials, instructions, and UPS labels saved for you by the setup crew. • There may be an extra label, depending on how many handouts have been given out. • Disassemble banner stand and spinner rack. • Pack as snugly as possible. The boxes get handled pretty roughly in transit. • Depending on the event, leave closed-up, labeled boxes at booth or take to shipping location. Booth captain will have instructions. Folded table drape

31. THANK YOU!!! The EFA greatly appreciates your help with these events. We hope you will enjoy the experience, get some good contacts, and pick up on new information as a result of pitching in as the “face of the EFA.”