35-Point Checklist for a Great Author Visit

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Setting up a great author visit is a big job, but the more organized you are up front, the better the event will be.

To help, we’ve compiled a handy checklist so you can make sure all your bases are covered. The checklist is broken down by timeline, but this might change based upon your school district and schedule. Read through the entire checklist, then do each step in accordance with your school’s needs.

PLANNING

These questions will help you formulate a plan for your speaker search to get the most out of every event you organize.

  • Who’s the audience for the visit you’re planning?
    • single class
    • multi-grade
    • book club
    • multi-school
  • What kind of visit do you need?
  • What format would you like for the event?
    • assembly presentation
    • workshop
    • conversation/Q&A
  • What’s your budget for the event?
    • In-person out-of-town speaker – most expensive, includes travel, hotel and meals
    • In-person local speaker
    • Virtual visit – using Skype, Google Hangout, Zoom or other service

SECURE FUNDING

If you don’t have the funding to put on the event you want to do, don’t worry, you’ve got plenty of options:

PAPERWORK

Once you have your speaker booked, you need to get your paperwork in order. Depending on your district you could have more or less than what’s suggested here. This is an overview:

  • School district vendor form – Your district might have a form your speaker will have to fill out in order for their payment to be processed. Give it to your author early so it can make it through the necessary district departments in time for your event.
  • W-9 – You’ll most likely need the speaker to fill out a W-9 for you.
  • Letter of Agreement – Some authors or booking agents will provide you with a contract or Letter of Agreement to make sure you’re both on the same page with the event. If they don’t provide one, it can be helpful to do one yourself. You don’t want any surprises on the day of the event. If you’re booking the speaker for a full day of 3 sessions, you don’t want them to arrive and think they’re only there for a single session in the morning.
  • Information List – Make sure you send your speaker detailed information about the event at least 2 weeks in advance. For example:
    • Are there tricks to finding the entrance of your school?
    • Will a parking space be reserved for them? If yes, where?
    • Who’s the speaker’s contact?
    • What’s the contact’s mobile number in case of emergencies on the day?
    • How many students will be attending each session?
    • Where will each session be held, classroom, auditorium, library?
    • If the speaker will be there for lunch, ask them what kind of meal they would like. You want them to have good energy for your afternoon sessions.
    • Ask them for their audio/video needs, like projector and screen and/or microphone.
  • Itinerary – Send your speaker a detailed itinerary at least 2 weeks before the event, including the time they should be at your school, the time you’ll be picking them (if applicable), the length and location of their session, the length of their breaks between sessions, the length and location of their book signing, etc.
  • Book Pre-Order Form – Having their own copy of the author’s book signed in person is a big deal for a child. It makes that book theirs in a very special way and helps them along the road to becoming an avid reader. Work with your local independent bookstore to get copies of the author’s or illustrator’s books for purchase so they can be signed on the day. The bookstore will send you a pre-order form, but you might also get one from your speaker, so you can print and send them home with the students attending the event. If you don’t have a local independent bookstore, you can often get discounted copies through the publisher or try a chain bookstore that services your area. Since many kids also like to buy a book after they’ve heard the speaker, you might also order extras so they can still get one signed even if they didn’t pre-order in advance.

BEFORE THE BIG DAY

Getting your school prepared for the author visit will make for a better event. Here are some ways:

  • Announce the author visit a month or two in advance.
  • Make sure the author or illustrator’s books are available and on display at your school library.
  • Use the author or illustrator’s books in your classrooms.
  • Check on the author or illustrator’s website for any supporting materials, like discussion questions or curriculum guides.
  • Have students look up information about the author or illustrator and maybe write a report.
  • Have students create posters to promote the event and decorate the school halls.
  • Have students write short fan fiction for the author’s books that they can present to the author at the visit.
  • Have students prepare questions that they can ask the author on the day.
  • Run a contest with the winners getting a special assignment or meeting with the author on the day.
  • Test your audio/video equipment and fix any problems ahead of time.
  • Schedule teachers to be present during the event. They’ll be the role models for the students as well as disciplinarians if needed.
  • Coordinate with your local bookstore or the publisher to make sure copies will be available for your students to get signed.

ON THE BIG DAY

Here’s a list of things you want to make sure are in check:

  • The room is setup before the speaker arrives.
  • The necessary audio/video equipment is setup and working.
  • The author or illustrator’s books are on display.
  • There’s water available for the speaker.
  • The parking space is reserved.
  • The honorarium check is ready.
  • The teachers and students are prepared.
  • The pre-ordered and/or for sale books are at the school.
  • The author’s contact person is on standby, mobile phone handy in case there are emergencies.

ENJOY!

Sit back, watch the fun, then reap the praise from putting on a perfect author visit that’ll be remembered for years to come.

Once it’s all over, take a deep breath and repeat. 🙂

If you have questions about putting on great author visits or want recommendations for speakers, contact us. We’re happy to help.