5 Tips for Coordinating a Virtual Book Tour

Coordinating a virtual book tour can intimidate an author. It takes organization and time management skills to get the most out of your tour. You’re also looking to build relationships with bloggers and readers so they support you throughout your career. Let’s look at five tips for coordinating a virtual book tour.

Be Organized

I managed nearly 100 authors spanning over 125 books when I coordinated virtual book tours. Those years taught me the importance of organization.

• Have your marketing materials together before you solicit tour hosts.
• Use an Excel Spreadsheet or Google Sheets to maintain a database of all review, interview, and guest post requests. Create a column to show whether you mailed the printed copy out, so you can follow up with the blogger in a week to make sure it arrived.
• Pre-order thank you cards or create an electronic thank you message prior to the tour so you can thank your hosts once the tour ends.

Include a Note with Printed Books

Bloggers can receive dozens of books to review each month. Losing track of a book happens. Do yourself, and the reviewer, a favor by including a note and printed marketing material in the envelope. This will avoid confusion for the tour host as to where the book comes from and if the review is time sensitive.

When I mail out my books, I include a personal note to the blogger, mentioning the book tour and the date they agreed to host me. I also ask for a prompt email if they cannot keep the scheduled date.

Complete to-do Items Early

Tracking down missing to-do items creates frustration for a virtual book tour host. Don’t be that last-minute author.

Plan your schedule so you can complete and return to-do items a minimum of two weeks prior to your tour stop. This will give the blogger time to review your submission to be sure its complete and to ask for clarification when necessary. Not only will this give your host the chance to schedule it ahead of time, once your next book comes out they will be more willing to host you again.

Leave Comments at Your Blog Stops

We all lead busy lives, but if you want to show your tour hosts how much you appreciate what they do, take a few moments to leave a comment on the day your interview, guest post, or review appears on their blog. Interact with readers who leave comments. They are often bloggers, too, so nurturing those relationships is important.

No comments? Try not to get discouraged. That doesn’t mean lack of interest. Sometimes people just have nothing to say. However, always thank your host.

Promote Your Virtual Book Tour

Why go through all the effort to coordinate a virtual book tour if you will not promote it? Even those authors who pay a company to coordinate a virtual book tour should have a hand in promoting their tour stops because it expands your reach.

Blogger Jodi hosts Author Sam on her blog. Blogger Jodi promotes the tour stop to her social media accounts of 3,000 friends/followers. Author Sam promotes the tour stops to his social media accounts of 5,000 friends/followers. Now, Author Sam has reached 8,000 people instead of just 3,000; plus when their people share the post Author Sam’s reach increases again.

Virtual book tours are fun, but they require time and work to be successful. Following these tips will make it easier.

Cheryl C. Malandrinos is a freelance writer and editor. She is the author of four children’s books including, A Christmas Kindness, released by 4RV Publishing. A blogger and book reviewer, she lives in Massachusetts with her husband and two daughters. She also has a son who is married. Visit Cheryl online at http://ccmalandrinos.com and her children’s book blog at https://childrensandteensbookconnection.wordpress.com

Plan a Book Tour: Be a Gracious Guest and Effective Promoter

Plan a Book Tour: Be a Gracious Guest and Effective Promoter
By Karen Cioffi

You researched and planned a unique and engaging book tour. Your hosts are booked, the schedules are prepared, and you chose on-the-mark prizes to give to random winners who will take the time to comment on the tour stops.

But, whether you created and are managing your own book tour, or you’ve hired a publicist or book touring service, there are a few additional touring tips you should consider in order to be a gracious guest and effective promoter:


•    Have all your promotional material readily available, including pictures of you and your book cover, reviews, a synopsis, and excerpts. The same goes for any articles you’re providing. Make your guest spot as easy for the host as possible; this means emailing your host any content agreed upon in a timely manner. Give your host plenty of time to prepare his/her post for you. Many bloggers like to pre-post their posts; having the content early will be helpful.

•    Be sure to make note of each site you will be on and the date you’ll be featured. I have a daily calendar book that I enter all important information into. I also got a monthly desk calendar that I leaned against the wall next to my computer – the bigger the better. But, you can use any form of calendar or schedule, as long as it will work for you. 

•    Prepare and publish a press release that lists all the information for your tour. You will need to post your tour schedule on your sites, and ask your hosts if they would post it on their sites also. I took advantage of Donna McDine’s Author PR Services (http://authorprservices.com). Donna did a great job; the release was professional and effective. I highly recommend her services.

•    Promote each tour stop on your social networks.

•    It’d also be a good idea to send a reminder to each host a couple of days before his/her day. It may happen that one or two hosts will forget and that reminder will be very helpful in keeping your tour on track.

•    The day of each guest spot, be sure to visit the site throughout the day to answer any questions from visitors who take the time to comment, and thank them for stopping by. It’s important to also thank each of your hosts in the comments area. You should also send each host a thank you email, after the spot.

•    In addition to thanking each host (during and after the tour), let them know that you would be happy to reciprocate.

•    Finally, go back to each tour stop daily to see if there are any additional comments. If there are, respond to them and add the visitors’ names to the list you should be using for the contest.

Note: Anticipate things coming up and the tour possibly going off track here and there. While each of your hosts has every intention of following through, sometimes things happen. Just go with the flow, shrug or laugh it off.

Winding it Up

After your tour, send an email to the prize winners to let them know they won and include which prize they won. You should also create a post naming the winners. Finally, be sure to follow through and send the winners their prizes.

For a week-by-week, step-by-step, comprehensive article about a book tour, you can check out Mayra Calvani’s article: “Demystifying Virtual Book Tours” (http://mayrassecretbookcase.blogspot.com/2008/04/demystifying-virtual-book-tours-by.html).

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Learn about writing and marketing with Karen Cioffi at http://karencioffiwritingandmarketing.com. Sign up for her free newsletter, A Writer’s World, and get TWO free site-related e-books for subscribing, and ONE more just for stopping by.

Plan a Virtual Book Tour: The First Steps

 by Karen Coiffi  


You’ve taken the initial steps to begin your book marketing journey. The first rung on your marketing ladder is to create a quality product, in the case of an author, that would be a book. You need to create an engaging story, be part of a critique group, make sure the manuscript gets edited/proofread, and have a knock-out cover.

Creating the book might be considered Research and Development under the Marketing umbrella, and the foundation of a marketing strategy.

The second step or rung on the marketing ladder is the actual book promotion: creating a platform and brand for you and your book. This is accomplished through visibility which includes: creating a website, adding content to your blog on a regular basis, doing article marketing on a regular basis, and garnering guest blog spots on quality sites, among other strategies.

Once all the above is underway and your book is going to be available for sale, even if it’s for presale, now is the time to go on a virtual book tour.

Plan a Book Tour
A virtual book tour can be an effective promotional strategy, and you can initiate one on your own, or pay a publicist or book promotion marketer (tour service) to do it for you. Obviously, depending on your financial situation, you will need to decide which will work for you.

The advantages of hiring either a publicist or tour service is their wider audience reach. If the service is a quality one, it will have quality sites for featuring you and your book. When choosing a publicist or tour service find out exactly what you’ll be getting for your money. You might also ask around for recommendations.

I know of three reputable book tour promotion services:

The World of Ink Author/Book Tours
Pump Up Your Book Online Book Publicity
Author Marketing Experts

You can check them out or do a search for “book promotion,” or “virtual book tour.”

On the other hand, if you’re intent on initiating and managing your own tour you will need to post messages in all your social networks asking for bloggers to participate. If you are active in your groups, and have been paying-it-forward, this shouldn’t be a problem.

Try to aim for bloggers who have followers in your target market. While most writers belong to writing groups, try to expand your reach to groups and bloggers who actually have readers who will be interested in your book.

For example if your book is targeted at the middle grade crowd or children who read chapter books, you might look for bloggers who are involved in parenting groups, grandparent groups, teacher groups, etc.

You should begin this process at least a month or two (two is better) before you want to launch your book tour. It may take a while to get all the hosts on board, decide who will feature what, have reviews prepared, answer interview questions, prepare a press release, and so on. Give yourself enough time so you’re not rushing.

Once the Book Tour Hosts are Booked

For the tour of my children’s middle-grade fantasy book Walking Through Walls, as each blogger accepted my request for hosts, I created a list of their names, the dates I’d be on their sites, and what would be presented on each host’s site: a book review, an interview, an article (with the title), or a combination.

A note here: Offer a variety of content during your book tour. While your initial thought might be to promote, promote, promote, readers will quickly get tired of reading review after review, or umpteen interviews. Offer writing and marketing articles in addition to the reviews and interviews, and alternate their postings. Try to keep the tour fresh.

For the interviews and articles, you can add your promo at the end of the content. You might include a brief review, synopsis, even a favorable email a reviewer sent you (just be sure you get the person’s permission first).

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Karen Cioffi is an author, ghostwriter, and freelance writer. For more on writing and marketing visit http://karencioffiwritingandmarketing.com and sign up for her FREE newsletter, A Writer’s World. You’ll get TWO free e-books on writing and marketing in the process.

Book Promotion: 20 Strategies That Will Broaden Your Reach

While most of us already know the book promotion basics, there are also a number of other avenues you can take to broaden your book promotion reach and make your promotional efforts more effective.

20 book promotion strategies you can use to promote to a wider range of potential customers:

1. Make use of your website’s opt-in box. Provide a weekly or monthly newsletter that offers information your reader/subscriber will value. Along with the information, you can offer your books for sale. Building your subscriber list is a key marketing strategy.

2. Use article marketing and social networks to broaden your reach, and be sure to provide links that go directly to a designated landing page for the sale of your book/s.

3. Book virtual book tours with tour services or create your own. Try to get guest spots on sites that are geared toward your target market.

4. Create trailers for your books and post them on sites such as YouTube. You can try your hand at creating a trailer for free at http://OneTrueMedia.com. If attempting this seems a little overwhelming, you can hire someone to do it for you.

5. Create postcards, business cards, and flyers with your book information and cover. Include the link to your book’s site or your author site.

6. Contact your local newspapers and request they do an interview or a feature on you as a local author.

7. Request book reviews from reputable reviewers and ask them to post the reviews on your Amazon and B&N selling page, Goodreads, Shelfari, and other sites that can help promote your book. Post them on your own site/s as well.

8. Enter competition. Winning a contest, or getting second place or mentionable awards is a great way to increase interest in your book/s. Be sure to enter reputable contests. Also, check out your state book lists

9. Put out a request in your groups to be a guest on blog talk radio shows that feature authors. While it’s good to find those that feature authors in your genre, it’s also a good idea to broaden your reach and shoot for shows that are diversified.

10. If you’ve established yourself as an expert in your field, you can give teleseminars or webinars. This is a proven strategy for increasing your subscriber list, thereby increasing your selling reach.

11. Give free or reasonably priced workshops. Again, this is a proven strategy to increase your subscriber list with people who are interested in your topic.

12. Create a how-to-course and offer it in daily or weekly segments through emails. You will easily boost your subscriber list through a course. It also guarantees that those who subscribe for it will open your mailings.

13. Have a 2 for 1 sale and promote the sale through all your social networks and a press release. Everyone loves a sale.

14. Create and publish press releases on a regular basis. You can report on your teleseminars, how-to-courses, workshops, news, sales, etc.

15. You can also look into associations, businesses, groups, schools, and other avenues that may be interested in your book. This is also a great way to sell in bulk.

16. Sell through catalogues. This may take a bit of research, but the benefits may be more than worth the effort. Do an online search for ‘your genre’ book catalogues.

17. Become a part of joint ventures. Publicists may be looking for authors to be partners in their book promotions. You help promote their authors’ books, and you’re listed in their content, usually by offering a free or discounted book, or e-book. There are also different situations. Again, this can be worth the effort.

18. Think about having your book included in book clubs. Again, do an online search.

19. Look locally. If you’ve written a children’s book see if your local toy store, baby store, or children’s clothing store will be willing to offer your book for a percentage of the selling price. If you’ve written a cook book, talk to the local bakery owner or coffee shop. And, don’t forget doctor’s offices, dentist’s offices, beauty salons, and so on. Don’t be afraid to seek out facilities that may not be an exact match. Establishing this type of partnership is a win-win situation.

20. If you have the funds, find out what a publicist or professional book marketer can do for you.

Remember: nothing ventured, nothing gained.

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Karen Cioffi is an author, ghostwriter, and editor. For more on writing and marketing visit http://karencioffiwritingandmarketing.com and sign up for her FREE newsletter, A Writer’s World. You’ll get TWO free e-books on writing and marketing in the process, and two more free e-books just for stopping by.