Renaissance City Author Event | Attendee Info

Providence, RI | Oct 6, 2018
Rhode Island Convention Center
Hosted by Southern Belle Book Blog & Jamie McGuire

Rhode Island Convention Center
1 Sabin St
Providence, RI 02903
Exhibit Hall D

Local parking:
Self-parking: $15.00/day (7:00 AM-12:00 AM)
Omni guests:
Self-parking: $28.00/day
Valet: $30.00/day

Signing schedule:
Line begins 11:00 AM (Suggested)
Event begins: 1:00 PM
Event ends: 5:00 PM

What time does it start?
The event will run from 1:00 PM-5:00 PM for all ticket holders.

What is the name of the event space and how do we get to it?
The event will be held in Exhibit Hall D. If entering from the Omni Providence or the parking garage, you’ll find the first event space to your right after entering will be Hall D.

What time should we get there?
We like to suggest that the line begins forming 2 hours prior to the event start time. Truth be told, we’re fangirls. We get it. We attend events, and we’re 200% guilty of getting in line way before the host suggests it. We’ll leave that decision entirely up to you but if you could hold off until around 11:00 AM, we would positively love that. Once you’ve arrived, please check-in at the registration table, then join the line.

I bought my ticket after the event was sold out and it doesn’t have my name shown. What do I do?
As long as you have the physical ticket either in print or on your phone, it’s okay if your name doesn’t match the original ticket. If you do not have a ticket visible, we will require a photo ID.

Will tickets be available at the door?
No, unfortunately tickets will not be available for purchase at the door.

Will any sponsored merchandise be available at the event?
As far as event provided merchandise/goods, we will provide each attendee with a name badge, lanyard, and print (pretty cool for signatures as a handy keepsake), but we will have a very limited number of tote bags available for sale at registration as well. The totes will be $15.00/each. A pre-order can be found here. We’ve only ordered a tiny handful and once the totes are gone, whether it’s pre-order or day of, that’s unfortunately all we’ll have. So hurry hurry!

Will the amount of books we bring be limited?
Ticketed authors will have a limit of 10 books/number. What this means is that only those authors who are currently being ticketed (full explanation found below) have a book limit. If you approach a ticketed line, you’ll simply need one wristband for each 10 books you have. So if you bring in 30 copies of Beautiful Disaster for Jamie McGuire, you’ll receive 3 wristbands. This should ensure that the line continues to move efficiently. If an author is not ticketed at that moment, there’s no limit to the number of books you may have signed at once.

Are there any other events planned such as an after party?
Once the signing has ended at 5:00 PM, there will not be an official after party or other type of organized event.

Are food/beverages allowed in the room?
No food/beverages (water is totally fine) will be allowed within the signing room, so make sure your tummy is happy before entering.

Will there be an on-site bookseller? If so, what books will they have for sale?
An on-site bookseller will not be present at the event. Most authors will have their titles for sale at their individual tables. Cash is widely accepted, as well as credit card as most tables. Make sure to check with the author beforehand if you aren’t sure.

At our past events, we’ve used a ticketing method that helps the movement in the room plus it makes sure that each reader is using the time during the event wisely. We don’t want a reader to come and stand in 1 line for 2 hours. So we do our best to resolve that issue by ticketing the lines that may have more than 10-15 readers consistently throughout the event. By ticketing, it gives the reader a placeholder of a sort so that they can wander the room and visit other authors while waiting for their number to be called. Not all authors will be ticketed. In fact, most will not however we’re always ready to ticket if needed.

When entering the event space, the first 10-15 readers at a ticketed table will be allowed to stay put. Beyond those 15, you’ll find a volunteer placed at the end of that specific line with color coded and numbered bracelets. For example, red may be Keeland, baby blue could be Hunter, etc. The bracelets will also show what number you are in that line, so it will read as “Keeland 12” or “Force 46”, etc. If you do not see a volunteer handing out bracelets for that line, there is no ticketing in place for that author currently and anyone can walk up.

As you approach, the volunteer will hand you a bracelet. You don’t have to necessarily put it on but pretty please don’t lose it since that is your placeholder for that author. If you lose it, you’ll have to get another and that’s no fun.

Once the initial 10-15 readers have reduced to approx. 5, the volunteer will notify an event host, who will then announce the next 10-15 numbers up. When those 15 reduce to 5, we’ll call up another 15. From that point, it’s rinse and repeat for the remainder of the event. If you’re in another line when your number is called, don’t stress. Your number is valid from any point up to the highest number. Ideally if the lines are flowing correctly, the numbers called should be pretty close to accurate. For example though, let’s say you’ve got a bracelet of Ward 24. You get busy sorting books or talking to buddies and you don’t realize that Penelope Ward’s line is up to 40-50. You’re 100% okay to get in line, as most numbers will have already been through. When you get to the line, the volunteer will check your number and voila! Good to go.

Once you have your bracelet, feel free to go wander the room. Throughout the event, a few different routes can be taken to find out which number each ticketed line is currently at. The easiest method will be via monitors we’ll have setup in the room. Think of the screens you find at an airport with the arriving/departing flights. Ours will look similar but much larger font so that you can see it from a ways away. We’ll have a volunteer assigned to update the screens every time a line changes. We’ll also have an announcer who will mention new line numbers, etc. along the way. You can also always go back to a line and ask the assigned volunteer what number they’re at. They’ll have that info handy and easily accessible for you.

A ticketed author will have a limit of 10 books per number. If you have…say 30 books for Natasha Madison to sign, you’ll need 3 bracelets. The bracelets will be handed out in breaks of 10, so you would receive #14, 24, and 34 (example). This will allow the line to continue flowing as normally and easily as possible. Also, any pre-orders are not counted in that limit since you will pick those up directly from the author. If you arrive at a table that is not ticketed, there’s no book limit on that table at the current moment. Which leads me to one more bit of info…

If an author you’re really excited to meet ends up being one of those ticketed authors, we would suggest entering the event space and going directly to their table in order to get the lowest possible bracelet number you can. That way you don’t have to worry or stress about it for the remainder of the event. Some authors that are ticketed from the beginning may not need line control throughout the event. If they catch up with the numbers that had been handed out and stay caught up for a number of minutes, we’ll open their table as a free for all like the other authors. If we find their line begins to grow, we’ll make the choice to add ticketing to their line once more. If an author that was not ticketed in the beginning has a consistently longer line and we feel it’s in the best interest of the readers to start ticketing, we’ll absolutely do that. The biggest point of all of this crazy wordiness is that we want you guys to enjoy your time. We want you to walk away with a smile on your face because you met your favorite authors. Not 1-2. Not 5-10. We want you to meet as many as possible in the timeframe allowed, and we’ll do what we need to do to make it flow seamlessly for you.

So in summary, you’ll walk up, receive a bracelet, then go out and meet authors while waiting for your number to be called. Our goal is for every person to walk away having met every single author they wanted, and we’ll do everything we can to make sure that happens.

Which authors will be ticketed?

We want to stress that all of the authors listed below may not need to be ticketed for the entire event, while others may pop up along the way. We fly by the seat of our pants on event day to control lines. If we’ve seen that specific lines that weren’t ticketed from the get go need that extra attention, we’ll do it in a heartbeat. On the flip side, a ticketed author who catches up with their previously distributed numbers may not need to be ticketed for a while. It’s very much a situation where we judge it based on that moment. We do want you to know that the process is in place to help the attendees see more faces, get more books signed, and make more memories within the time allowed. It’ll all make sense once you’re there, promise.

So…authors who will be ticketed as of the beginning of the event will be:

Daisy Prescott
Devney Perry
Jamie McGuire
KC Lynn
Kennedy Fox
Marie Force
Meghan Quinn
Natasha Madison
Penelope Ward
RS Grey
Sara Ney
Teagan Hunter
Vi Keeland

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