The Cost of My Author Table at Events…
In 2024, right around the time of my debut novel’s release, I took the chance and applied to a book convention (Romance in CNY) relatively close to home (Utica, NY.) To my utter surprise, I was accepted.
As a brand spanking new indie author, I expected to be denied, or waitlisted at best.
So when the acceptance arrived in my email, I realized that meant I needed to build a tablescape—and I knew there would be a decent price tag involved.
Many authors bring signage, their books, and little else—and there’s absolutely nothing wrong with that. It’s cost effective and makes it easy for potential readers to see what you have on offer. The books are the draw, after all. But as a photographer with literally two decades of experience photographing weddings and elopements, I knew I wouldn’t be happy if I followed suit. I wanted a tablescape that not only displayed my work, but also gave potential readers an idea of the aesthetic of the novels I write.
Now, I’ve come to learn author tables are a perpetually evolving project. Things are always being added, removed, changed, etc. Mine is no exception.
But I’d like to share the pieces I use, how much they cost, where I got them, and the end result. Are there likely cheaper places to purchase each of these things? Yes, most likely. But when I make a purchase price isn’t the only attributing factor. When it comes to things like printing services (for bookmarks, stickers, art, etc.), quality of the product, turnaround time, and UI ease are all taken into consideration.
***ALSO, please note, I did not purchase all these items at once. While there were some initial purchases (marked with an *), my table has changed since my first signing event. And all costs shown below reflect what I paid at the time of purchase, thus they may be different now.
November 2025 @ the Grown-Up Book Fair in Watertown, NY
Loosely how my table will appear at Romance in CNY 2026 this April in Utica, NY.
BANNER*:
For my primary “hey, this is who I am” sign, I decided on a tall, retractable floor banner. The reason being it can fit behind my table if room is lacking and doesn’t require extra framing to set up.
Cost: $141 from Canva.
(Note: All prices do not include taxes or shipping.)
BOOK PRICING*:
For pricing, I opted for a letterboard over a printed and framed piece. This makes it easier to adjust as needed and sometimes certain events are family friendly, which means removing an item or two from the list (like the crystal ding-dings I offer.)
Cost: $29.95 from Amazon.
(Note: I purchased my letterboard in January 2025. Following the link in my order history does not lead to the item I purchased. (e.g., a black letterboard with black frame and skinny letters.) It instead links to something similar (no skinny letters) that’s three times the price I paid.
AUDIOBOOK SALES:
For my most recent in-person event, I wanted to be able to offer the audiobook versions of my novels. To do that, I chose a printed flyer with QR codes that allowed readers who were interested in the audiobook to purchase them directly through Paige & PJ Productions. Framed the primary sign and also had artwork printed on a business card with the QR code on that as well to hand out.
Flyer: $9 from Canva.
Frame: $10 from TJMaxx.
Business Cards (100): $19 from Canva.
PRINTABLES:
Every author table has printables. Whether bookmarks, artwork, stickers, business cards, etc. They serve as a means to pass pertinent information to potential readers, keep your name/work in the forefront of their minds, and reward them for taking the time to stop.
For my first in-person event, I did have character stickers. I included them, along with artwork and a bookmark, with every purchase. I’ve since stopped bringing character stickers and artwork, reserving those as “thank yous” to those who order their signed copies directly through my website.
With my next in-person event, I will have character art available for sale.
But at each event, I do have a mirrored tray (which I thrifted like a decade and a half ago), I do offer free bookish stickers.
Bookish Stickers* (Qty: 200): $9 from Amazon.
Character Stickers* (Qty: 96): $65 from Canva.
Bookmarks* (2 sets of 100): $46 from Canva.
Character Art (10 sets of 50): $95 from Canva.
SHELVING/DISPLAYS:
Varied height on a table helps create visual interest and draws the attention of passersby. To achieve this I opted for a number of small tabletop shelving units. Not only would I need to display my books, but I also collaborated with a local, Black woman owned business to create candles and room sprays based on characters and locations from The Four Realms. Those need to be shown as well!
Wooden Display Riser Stand*: $19 (x2) from Amazon.
Countertop Shelf Organizer: $24 from Amazon.
DECOR:
Of course I needed decor. I needed my table to have the same vibe as my work: dark, ethereal, fantasy-like. So here’s where I got to have a little fun and showcase my ability as a visual artist.
At my first in-person event, I would only have one book available. I knew I would need more to capture the attention of readers, so I decided on a small “selfie station.” I purchased a standing mirror, had a quote from As Above, So Below put on it in vinyl lettering and propped it against my table (as seen below.) I did not include it in my second or third in-person event and, currently, the mirror has a home in my office near my battle station (e.g., where I do my makeup.)
The mirror definitely drew people to my table and made them pause to look over the rest of what I had on display.
Mirror*: $35 from Five Below.
Lettering*: Free! from Snapshots Photo Booth (one of the perks of being in the wedding industry and having long-standing working relationships with other local wedding vendors. Thank you, Heather!)
Faux Florals*: $38 from Amazon.
Gold Candle Sticks*: $12 from Amazon.
Black Bleeding Candles* (Qty: 24): $20 from Amazon.
Black Battery-Powered Candles (Qty 9): $25 from Amazon.
Various Crystals*: Free—from my personal collection.
FunkoPop Ves & Ryc: $70 from Funko.
Black Table Cloth*: $9 from Amazon.
Black Velvet Table Cloth: $20 from Amazon.
Backdrop: $41 fromAmazon.
Backdrop Stand: $25 from Amazon.
Black Velvet Chairs (Qty: 2): $114 from Amazon.
STORAGE:
For my first event, I packed everything up into boxes. Not only was it effective, it saved on costs. But I still wanted something to help transport the boxes from my car to the venue and thus, I purchased a handcart. Afterward, I knew I would need something more… stable to bring about my setup/decor. I still use the handcard for transporting my boxes of books, but I keep all my decor/table setup in a wheeled bin. I bought two, thinking I might keep my books in the other, but after testing the process, the full bin edges on too heavy for me to lift alone.
Wheeled Cart*: $47 from Amazon.
Large, Wheeled Bins (Qty 2): $59 from Amazon.
INITIAL TOTAL: $489.95 (Total paid before my first event.)
Definitely not a small amount.
And it doesn’t include book stock, the table cost for an event (which varies), the crystal ding-dings, or the cost for the candles and room sprays I had made. BUT… the trade off was a distinct look, a means to (ideally) stand out from the other authors in attendance and be memorable. And that can help boost sales later—a reader who isn’t quite ready at the event might be in a few days (after reading reviews, talking with friends, etc.) if they were inclined to stop at my table and snag a card. (I’ve even had a few readers ask for photos with me because of my table and the way I was dressed—which of course matched the aesthetic—despite being a largely unknown author.)
Can an author table be done for less?
Certainly. (In fact, if you can price things out for less, by all means do it!)
Do I regret what I’ve spent on constructing this tablescape?
Absolutely not.
Let me know if this post inspired you at all!
xx DM Darcy
