How to plan book orders for conferences, events and giveaways

Explain how the books will be used: a copy of the speaker’s book for each delegate, a novel connected with a production, a selection for guests, or another audience giveaway. This helps establish whether you need one title for everyone or a list with quantities for several titles.

A book chosen for an event can be fiction or non-fiction. Start with the connection to your audience and occasion. If the title has not been decided, include what you know about the event, recipients and approximate copies rather than waiting until the whole programme is settled.

Send the ISBN, title, author and binding where known. The same book may be available in paperback, hardcover, revised editions or different languages. These details matter when guests should receive matching copies, when a speaker is referring to a particular edition, or when the appearance of the book is part of the idea.

Record which details are essential and which could change. You may need one exact edition, or be willing to consider a different binding or cover if the preferred version cannot be supplied in time. Availability needs to be checked for the requested edition and quantity.

If your team is separately arranging an author signing, make that clear in the brief so the edition and required arrival date can be checked. Shulph’s service is book supply; it does not include signing coordination or event staffing.

Put each title and ISBN on its own line, with the number of copies beside it. Distinguish the expected audience size from the quantity you want to order. If you want additional copies for speakers, colleagues or a reserve, state those quantities explicitly.

If attendance is still changing, give the current estimate and explain when you expect to confirm the final requirement. Ask how a revised quantity would affect availability, price and timing before treating extra copies as secured.

For a mixed selection, check that the quantities per title add up to your intended distribution. Tell us if a partial quantity or an alternative edition could still be useful.

Identify when the books must reach the team handling them. That may be earlier than the event because your team needs to count copies, pack delegate bags, apply stickers or arrange the books at the venue.

Send the brief as soon as these requirements are known. Lead time depends on the edition, stock, quantity and destination. Imported or otherwise difficult-to-source editions may need additional time and cost. Availability and delivery feasibility must be confirmed for the specific request.

If the deadline is close, say whether alternatives or partial quantities would help. A catalogue listing or an indicative lead time does not secure stock or guarantee an arrival slot.

Before naming a venue as the delivery address, check that it can receive and hold the books. Include the full address and postcode, a named receiving contact, the organisation or event reference required on delivery, and any access or booking restrictions.

Explain any limits that could affect receiving the shipment, such as a narrow opening window, an unmanned loading area or restrictions on where parcels can be left. The proposed delivery arrangements need to be reviewed before the order is confirmed.

If books should go to an agency, office or fulfilment partner instead, provide that address and the date that team needs them. If several delivery locations are involved, raise the requirement at enquiry stage so the available arrangements can be checked.

Identify who will receive and count the books, arrange any boxes or bags, apply stickers or inserts, and make them ready for guests. Allow for those activities in your own event plan.

Shulph supplies the published books. The service does not include custom printing, branded editions, stickering, gift packaging, event staffing or signing coordination. If your event needs those activities, your team or a separately appointed partner must arrange them.

Shulph supplied 2,700 Wordsworth Classics paperbacks of The Great Gatsby for AKA UK’s audience giveaway at the musical’s first West End preview at the London Coliseum. AKA’s team added the commemorative stickers and prepared the books for the audience.

The case study shows how a published novel became part of a particular occasion, with book supply and event preparation handled by the respective teams.

Include your organisation, a contact for the requirement, and any supplier onboarding, purchase order or invoicing requirements. If the event agency, venue and paying organisation are different, explain which organisation will place the order and receive the invoice.

Shulph reviews the requirement and provides a formal quotation setting out the proposed books, pricing and delivery arrangements. Check that the edition, quantities and required arrival date are accurately reflected before proceeding through your purchasing process.

Sending an enquiry does not place an order. Confirm the next steps with the team rather than assuming that a request reserves stock or delivery capacity.