Options for Event

Hello and welcome to Katharine is figuring this out as she goes and thank you for being here and she would love your input. This page is a far easier way to update everyone involved when to copy/paste into DMs.

Once we settle on an event space. I’ll update this page to be general info. I will also get a form for any authors/book themed vendors who want to attend. Obviously giving first consideration to any author who dropped out of Dreaming Dirty, second for any one who dropped another AAP event, and third a general pool.

General notes. My goal is to raise enough by ticket sales (broken down below), donations, or even do a go-fund me page to cover the costs of the venue, so we authors don’t have to pay for this alt event. If someone wants to be involved who didn’t drop Dreaming Dirty - I’m down to charge a small table fee to pay for any unexpected expenses that pop up. And maybe feed the authors/vendors?

This is my thought process on tickets… If we can set tickets for $10 per adult in advance or $15 at the door (waive if they paid for DD tickets) we can split these funds to cover event space rental, running ads, picking up little things for the con (stickers, lanyards, bags, etc - I’m not trying to go crazy here, but I want this to be an event and not three raccoons in a trench-coat), cover our lost table fees from DD, and if there is money left over maybe we can agree on a charity to donate to.

To be transparent about any extra funds - since I am setting this up, I would like to pay myself something at least enough so I can take the volunteers (who are probably going to be made up of my friends and family) - to a good dinner with drinks after.

Also: we gotta name this thing… I came up with the tag line “I like my bookshows neat. no ICE” than my husband offered “Spice Not ICE” and that’s kinda fun. I don’t know if we need to make it all about the controversy, but either way it needs a name and I am open to ideas.

I think I’ve got it narrowed it down to two options. One space I toured Friday (2/20) and one I’m touring Sunday (2/22), so I’ll update tomorrow evening.

EVEN Hotel - touring 2/22 (Website)

I have a tour of this place on Sunday, 02/22/2026 (I’ll update this Sunday) The coordinator thought we could host 16 authors between the three small rooms - I’m not sure what the set-up would look like, but that’s gonna be a question I ask on Sunday.

Pros - Forgive me I’m petty but it’s a 10min walk from the original event and it is a pro for me. The hotel handles set-up & takedown with basic linens at no charge. It is a hotel so it has the traditional book event vibe.

Cons - From what I saw from my drive by the parking is limited and there is active construction next door, but that might be gone by April, We would have to sell timed tickets to avoid over a 100 at one time.

With 16 authors (estimating PAs at half) and my friends as staff we’d be looking at 70-ish readers allowed within an hour.

Notes: We’re allowed roughly 8hours including the set-up and takedown. I’ll confirm the times allowed with the vendor on Sunday. Cost roughly $1500 with event insurance.

Washtenaw Fairgrounds - toured 2/20 (Website)

Hear me out. I have done shows at other fairgrounds before and always make good money. Washtenaw holds a bookswap event here and the parking lot packed when they open. It is a 10 minute drive from the original location on regular roads.

There are several barns available to rent, I think the smallest one would work for us, if we get a lot of interest, we have flexibility to switch to a larger barn. To put any fear of this aside there are bathrooms on site and they are not port-a-potties.

Pros - The parking lot is dirt, but there is plenty of parking and the building itself has a concrete floor. You can pull up to unload your supplies, I will be getting volunteers to help. The building is climate controlled - April is a toss-up month for weather, so believe me I checked. If the weather is good, we an leave the big doors open to let in the sun if its nice, or if it’s windy or cold we can shut them. They will set up the tables in the layout we provide - 8 ft tables with chairs.
There is more space so we wouldn’t have to time the tickets. The capacity limit is roughly 500, and I can’t imagine that happening within one hour.

We can host more vendors/authors. I provided a diagram below with 10ft sections so we have good walkways. With all authors/vendors holding a 8ft table, so if we split tables, we can squeeze more in - if there is interest.
With all 8ft tables: We can set up for 27 authors/vendors (1 section reserved for tickets and 1 for me) or 20 authors/vendors depending on arrangement. I have both layouts below - 10 areas with 8 ft tables in them. If we do option for more authors, we can put the middle tables at the edges of the 10 foot sections, and make sure the table lining parameters (walls) are pushed in a bit, so we maintain good walkways and everyone has wiggle room.

Cons - The dirt parking lot might be a little muddy. We would need to supply our own linens. The location is more rural. There is less immediately available for food and such.

Notes: We’re allowed roughly 8hours including the set-up and takedown. I’ll confirm the times allowed with the vendor - because I forget to ask. Cost roughly $1600 with event insurance.

20 Authors/Vendors

27 Authors/Vendors

I am not going to lie the Fairgrounds impressed me. I was throwing paint at the wall when I reached out to them, but it’s a nice site. Maybe this is the country girl in me? I might be a little bias. Also the idea of not having to closely monitor when people are coming and going is a huge selling point to me. However, I’m not the only author attending and I simply don’t want to steamroll anyone, it’s not my style.

So unless the EVEN blows it out of the park - The Fairgrounds have my vote. There is a form below so you can share any thoughts you have.