{"id":7317,"date":"2019-05-06T22:05:07","date_gmt":"2019-05-07T02:05:07","guid":{"rendered":"http:\/\/help.edelweiss.plus\/?page_id=7317"},"modified":"2019-07-23T15:11:17","modified_gmt":"2019-07-23T19:11:17","slug":"librarians-event-grids","status":"publish","type":"page","link":"https:\/\/help.edelweiss.plus\/?page_id=7317","title":{"rendered":"Librarians: Event Grids"},"content":{"rendered":"\n

An Event Grid is basically just a list of authors of upcoming titles\n that publishers are planning on sending out on tour. Event Grids are \nposted well in advance of publication date, often even before those \ntitles are even listed in publishers\u2019 catalogs, due to the complicated \nlogistics of planning such a tour.  The grids are your opportunity to \nessentially give a sales pitch in the pursuit of hosting an event on one\n of these tours.<\/p>\n\n\n\n

Note:\u00a0<\/strong>Access to Event Grids is fully controlled by each publisher. Edelweiss is open to the public, but the grids are not, and so publishers grant access to individual users based on their email address. To gain access, ask your sales rep (if you have one) or email the publisher directly (contact information for a publisher is generally found on the Contact Us<\/em> pages of their websites or you can check The Literary Marketplace<\/a> either online, if you have a subscription, or in print. A list of publishers who currently post their event grids in Edelweiss can be found here<\/a>.<\/p>\n\n\n\n

In a grid, you\u2019ll see a list of titles (with all the available information you\u2019re used to seeing in Edelweiss) with a little bit of Tour Information. You\u2019ll have an area designated for your request. Each grid will have an expiration date, after which the grids will be closed. You\u2019ll write your request for the authors you\u2019d like to host and submit the grids. Afterwards, your sales reps have an opportunity to advocate on your behalf by writing notes on your pitch. Then the grids go to the publicists who make the tour decisions. To be blunt, not all of the publishers are great about telling you if you were not selected for the tour, unfortunately, but you will certainly hear back if your pitch was accepted.<\/p>\n\n\n\n

Understanding Event Grids<\/h2>\n\n\n\n

The Event Grids look a lot like the catalogs, or any other title list\n in Edelweiss+. You can find full documentation about navigating a \ncatalog here<\/a>, including expanding content, filters and sorts, etc.<\/p>\n\n\n\n

There are a few notable differences between the Grid list and a catalog page:<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

1- Grid Stats:<\/strong> Number of Titles on this grid, number of Requests you\u2019ve made, the Submit<\/em> button, and an Archive<\/em> button.<\/p>\n\n\n\n

2-Make Request: <\/strong>The area in which you can add the specifics of your request. Details about making a request can be found here<\/a>.<\/p>\n\n\n\n

3-Tour Information:<\/strong> Information provided by the publisher. Different publishers provide different information, but they generally tend to add the name of the author touring, planned tour locations, etc. <\/p>\n\n\n\n

Be sure to take note of any Comparable Titles<\/a>\n here, too. Your performance with an author\u2019s previous titles is pretty \ncrucial information when making your request, or when deciding if you should<\/em> make a request.<\/p>\n\n\n\n

While event grids tend to be posted quite early on in the sales\/publication process, you will likely still see some Buzz<\/a>\n activity on titles. In fact, you can sort the list according to shelf \nor review activity to see those titles that are already garnering some \npre-publication attention.<\/p>\n\n\n\n

\"SNAG_Program-1422\"<\/a><\/figure><\/div>\n\n\n\n

Tags<\/a>, Notes<\/a>,\n etc. work in the grids like elsewhere on the site, so you can easily \nadd notes and alerts to your coworkers, or to your future self. You can \neven filter this list by titles with Tags and Notes, or even by Event \nRequests.<\/p>\n\n\n\n

\"SNAG_Program-1423\"<\/a><\/figure><\/div>\n\n\n\n

Making an Event Grid Request<\/h2>\n\n\n\n

Within an Event Grid, you\u2019ll see the upcoming title for which an \nauthor will be touring listed in a catalog-type view. In each listing, \nyou\u2019ll see a \u201cMake Request\u201d field:<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Click in to that field to see your Request tools.<\/p>\n\n\n\n

\"SNAG_Program-0890\"<\/a><\/figure><\/div>\n\n\n\n

Here\u2019s a rundown of each field, along with points to consider for each.<\/p>\n\n\n\n

General Event Profile<\/strong><\/p>\n\n\n\n

Your General Event Profile is a field that you only need to fill in once. So, once you type in the relevant information here, and click the save<\/em> icon, this field will contain that information for every request. You want to be clear and concise as publicists are very busy and will want to read through quickly. Here are some guidelines for the sort of information you should be adding here:<\/p>\n\n\n\n

Briefly position your library\/community:<\/em> <\/strong> Where are you located, do you have any strong markets?<\/p>\n\n\n\n

Describe where you host events<\/em><\/strong> both in-and-out of the library, including the number of people you can host and\/or size of the space.<\/p>\n\n\n\n

What kinds of events can you do?<\/em><\/strong>  Can you \ndo Skype events, do you have a flat panel screen for power point \npresentation, or a kitchen for cookbook events?  How about daytime \nevents?<\/p>\n\n\n\n

List any outside partnerships or strong relationships<\/strong> <\/em>that you have with other organizations which could positively impact events.<\/p>\n\n\n\n

How you promote events to your community: <\/em><\/strong>Social\n media, newsletters, advertising, podcasts, radio shows\u2026 Do you work \nwith local media in any way?   Local media is something that publicists \nfocus on!<\/p>\n\n\n\n

List a few successful events:<\/strong> <\/em>Maybe something really original and one or two large events and how many people attended.<\/p>\n\n\n\n

You\u2019re essentially using this field to explain to a publicist why your library is a great venue for events. If you need to update or edit your event profile, simply open a request field, make your edits, and click the save<\/em> icon again. Your General Event Profile will be updated. If you partner with a local entity for book sales, this is a good place to mention that!<\/p>\n\n\n\n

It\u2019s recommended to save your General Event Profile in a document \nsomewhere on your computer, just in case something goes awry and you \naccidentally delete it.<\/p>\n\n\n\n

Request for the Title____:<\/strong><\/p>\n\n\n\n

The Request field is where you lay out your plans for this specific<\/em>\n author visit. Will it be held in your library? How much seating is \navailable? Will you partner with a school? In a classroom, or an \nauditorium? Will you partner with a local community organization, and if\n so, how many members does that organization have to participate in this\n event? Will the event be ticketed?<\/p>\n\n\n\n

So, be specific and clear. Think through what your library is \nhonestly capable of, take into consideration past sales, etc. for this \nauthor, if relevant. The performance of similar past events can be quite\n relevant.<\/p>\n\n\n\n

Rules of thumb here:<\/p>\n\n\n\n

Publishers want to hear about your passion<\/strong> for the book or author as well as what kind of event<\/strong> you will host and who you think will come<\/strong> to the event.<\/p>\n\n\n\n