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Conference

Fall Fest 2025

Wednesday, September 17, 2025 at 9:00 AM (PDT) to Thursday, September 18, 2025 at 8:00 PM (PDT)
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Please join us for two full days of education, authors and connection with booksellers throughout the state of California.

FALL FEST 2025 - PUBLISHERS

September 17th & 18th at the South San Francisco Conference Center 255 S Airport Blvd, South San Francisco, CA 94080

Book your room at the DoubleTree by Hilton San Francisco South Airport Blvd by August 25th to secure the CALIBA rate ($229 + tax).

200+ California booksellers looking to connect with your authors, sales reps, and discover the titles you want them to know about. Come join the fun!

REP PICKS INTEREST FORM

Deadline: 6/13/25

Submit Rep Picks

Please fill out the form and let us know if you are interested in participating in one of the upcoming sessions.

We plan to have two rep pick sessions. Each rep will present for 5-7 minutes (exact time limit will be determined after the schedule is finalized) and include visuals created by the CALIBA staff. Cost: $250 per slot.

**This is just an interest form; we will reach out with an invitation based on past participation and the spaces available.

Rep Picks invitations will be sent mid July.

CALL FOR SPONSORS

Deadline: 8/8/25

Complete Sponsorship Form

Sponsorships help us keep the event affordable for booksellers and help fund bookseller grants to attend. Please help us get as many booksellers to the event as possible.

Sponsorships include your logo on our website and all printed material, acknowledgment at the Fall Fest, one welcome bag insert, eblasts/banner promotions, and rep picks.

GALLEY ROOM OPPORTUNITIES (To Come)

EXHIBITOR PAGE & REGISTRATION

Deadline: 6/13/25

Or until tables are full.

Exhibit Hall Hours:

Hours estimated from previous years. Hours to be announced with confirmation.

Wednesday, September 17:

Move-in: 8:00 AM - 2:30 PM

Exhibit Hall Opens: 2:30PM (Close time to come)

Thursday, September 18:

Show close: 3:30 PM

Exhibitor confirmations and kit will be sent mid July.

CALL FOR AUTHORS

Submission deadline: 6/13/25

SUBMIT AN AUTHOR

Note: We will be building our schedule based on the submissions. If your author is only available one of the days, please include that in the "Anything Else We Should Know" box.

AUTHOR SESSION OPTIONS:

Keynote Presentation $2000 plus 75 books or galleys

  • Exclusive 45 minute Keynote. Author can use the time for a presentation or a discussion with CALIBA bookseller.

Breakfast or Lunch Speaker (up to 5 panelists) $1200 per author and 75 books or galleys

  • 30-45 minute panel.
  • Exclusive time for author to share their new title followed by discussion with the group at one of our meal events.​

Author Speed Dating $1000 plus 60 books or galleys

  • 5 minute author presentation in front of booksellers
  • Authors will have seats among our booksellers

Bookseller Reception $1000 (mix and mingle with booksellers + 5 min. pitch), plus 60 books or galleys

  • 5 minute author presentation followed by mingling with booksellers
  • Up to 6 authors

Panelist $800 per author plus 40 books or galleys

  • Up to 4 panelists
  • 30-45 minute panel. Exclusive time for author to share their new title followed by discussion with the group.

Food Fest! Feature a Cookbook at a Reception, Break, or Cocktail Party $800-$1200 plus 60 books or galleys

  • Does not include author presentation
  • We'll work with you on the recipes to feature and any possible additional costs it takes to provide them.

Food Fest with a Cookbook Author at the Reception starting at $1200*, plus 60 books or galleys

  • Includes 5 minute author presentation​
  • *We'll work with you on the recipes to feature and any possible additional costs it takes to provide them.

Author invitations will be sent mid July.

EXHIBITOR REGISTRATION

EXHIBITOR INTEREST FORM

Deadline: June 13th or until tables fill up.

Priority is given to previous participating publishers. Exhibitor confirmations will be sent mid July.

EXHIBIT HOURS

Hours estimated from previous years. Hours to be announced with confirmation.

Wednesday, September 17:

Move-in: 8:00 AM - 2:30 PM

Exhibit Hall Opens: 2:30PM (Close time to come)

Thursday, September 18:

Show close: 3:30 PM

DETAILS

Exhibit Show Pricing
  • 6' x 30" tables are $650 each for members.
  • $700 for nonmembers. 
Public WiFi

Available throughout the conference center. If you need a secure connection, please note it on your registration form.

Electrical Wall/Floor Outlet: $50 a day

Shipping/Delivery Options

Exhibitors may contact Western Event Services (WES) to move your books and sundries. All trade show freight can be shipped to WES then delivered to your tables at the show. Exhibitor kit to come with confirmation e-mail.
Confirmations

Confirmations will be emailed with your table assignments and balance-due statement in early August. Name badges are not mailed. They will be available at registration.

Confirmations will include details for accommodations, sharing show specials, author signings, etc.

Trade Show Program

Will list all exhibitors and their specials. Sponsors of the Fall Fest are highlighted.

Plan to have an author signing, special ARCs, amazing swag, or drawings in the exhibit hall? Let us know, we'll add it to the program!

For our group rate, book a room at the DoubleTree by Hilton San Francisco South Airport Blvd via this link by August 25th. 

Address: 275 South Airport Blvd., South San Francisco, CA 94080

For More Information:

Hannah Walcher
Hannah Walcher
Executive Director (415)561-7686x101
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