Book launches
Book launch planning can include the venue, programme, invitations, master of ceremonies, book stock, sales arrangements, media invitations and on-site schedule management.
Event Management
We plan the programme, logistics, publicity, book sales and on-site coordination required for a well-managed literary event.
A successful literary event requires clear objectives, realistic budgeting, careful scheduling and reliable coordination on the day. We plan each event around the audience, the purpose of the event and the practical requirements of the book or organisation involved.
Our event work includes book launches, exhibitions, readings and larger literary programmes. We coordinate venues, speakers, invitations, publicity, stock, sales and the running programme so that each responsibility is clear before the event begins.
Event management services
Book fairs and exhibitions
Book fair and exhibition support can include stand design, staffing, stock planning, sales management and reconciliation for Sotrane events and external fairs.
Readings and author tours
Author readings and tours can be coordinated across schools, universities, libraries and bookshops according to an agreed programme and route.
Corporate and institutional events
Institutional event support includes report launches, anniversary publications, conference book stands and other programmes managed according to the organisation's protocol requirements.
Media and publicity
Media support can include press invitations, radio and television coordination, event photography and delivery of approved images after the event.
Sales on the day
Book stock is delivered, priced and counted before the event, with sales recorded and reconciled against the remaining stock afterwards.
How we plan and manage an event
Brief and budget
We agree the purpose of the event, the intended audience and the available budget before confirming the programme and logistics.
Planning
We confirm the date, venue, programme, speakers, invitations and book stock requirements based on the expected audience and approved budget.
Promotion
Publicity is scheduled across invitations, media outreach, posters and social channels to support attendance and visibility at the appropriate time.
The day itself
We coordinate setup, staffing, the run sheet, book sales and on-site programme management throughout the event.
Afterwards
After the event, sales and stock are reconciled, approved photographs are delivered, media coverage is collected and the event is reviewed against its objectives.
Common questions about this service
Do I have to be publishing with Sotrane?
No. Event management is available to authors and organisations whether or not Sotrane published the book involved.
How far ahead should a launch be planned?
Six to eight weeks is generally recommended for a book launch. A shorter planning period may be possible, but it can limit venue options, media coordination and guest attendance.
Can you handle events outside Lusaka?
Yes. Events outside Lusaka can be managed, with travel, transport and book stock movement included in the approved budget before arrangements are confirmed.
What does an event cost?
Event costs depend on the venue, catering, programme, travel, publicity and other agreed requirements. A written budget is prepared for approval before bookings and commitments are made.