Author VisitsA Guide to Planning and Hosting an Author Visit in Elementary Schools

Created by: Nicole Johnson, Lori Jordan, Danyelle Westbrook October 7, 2007

Preliminary Planning

CHOOSE THE RIGHT

TIME

Begin planning six months to a year ahead.

• Create an “Author Visit Team” to help plan and manage visit.

• Choose a date based on seasonal themes, holidays, or content curriculum.

• Busiest Months for Authors: November, March, April

CHOOSE THE RIGHT

AUTHOR• Consider your audience in

terms of age and interest.

• Consider the budget allowed.

• Visit Publishers pages to research authors and presentations.

• Visit author pages to determine presentation and style.

RESEARCH Scholastic Listings of AuthorsRegional: http://teacher.scholastic.com/authorsandbooks/visitkit/

authorregion.htm

Alphabetical:

http://teacher.scholastic.com/authorsandbooks/visitkit/authoralpha.htm

Publisher PagesChildren’s Book Councilhttp://www.cbcbooks.org/contacts/visits.htmlSimon and Schuster http://www.simonsays.com/content/feature.cfm?feature_id=441&tab=4Random Househttp://www.randomhouse.com/teachers/authors/eventkit.pdfHarper CollinsHarper Collins Children's

Get The Ball Rolling

After choosing author and publisher:• Contact publisher to request author

sample from Scholastic-Scholastic Books Author Visit Request Form

• Plan program type:

Author read from newest book Autograph party Drawing and telling story Reception

Slide Show and lecture In-service training

After lunch/dinner presentation workshop

Create Proposal

Create Proposal to present the idea to District administrators and school board.

Write a proposal that describes your event. This will help secure funding, create an interest in the author and prepare your audience. Include:Background information on chosen author.Educational Purpose and benefitsBudget and fundingSchedule

Sample Proposal Part 1We would like to invite the author,Elvira Woodruff to visit two

elementary school in our district. Elvira resides in Allentown, PA. She is the author of several picture books, historical fiction, and fantasy.Elvira appeals to a variety of ages and reading levels.

Elvira’s diverse and historically accurate topics will bring a new perspective to rural district.The students will associate a face with the word “author” inspiring them to write.Elvira will work with older students on writing techniques and ideas.

We are planning two 40 minute presentations followed by a question and answer period at each school. Along with these presentations we are planning a book sale and signing and a community night of storytelling.These fun presentations will add to existing or inspire a new love of reading and writing. The anticipated cost of these visit is $6000. We expect to help raise part of this cost through fundraising and donations.

Moving Forward

Get confirmation from publisher.Sample Confirmation Letter-Getting Started Place Author visit date on district calendar Design schedule of author’s events Communicate with author about travel

arrangements, equipment needs, and schedule. Plan Fundraisers Promote and Publicize!

After approval from school board and district administration:

Scheduling

Create a schedule that contains the details of the visit.

• Include number and length of presentation, meals, breaks, grade level and number of students and staff in audience, autograph session.

Constant written communication with author is a must.

Sample Proposal Part 2Schedule for Elvira Woodruff

DAY ONE- Maplewood School12:30 – 12:45 Greet and Meet Author at school 12:45 – 1:05 Author set-up 1:05 – 1:50 Author presents to K-3 1:50--2:05 Question and answer session. 2:05 --2:35 Book signing. 2:35 – 3:15 Tour of school and student s’ displays. 3:35 – 4:15 I nformal get together with staff and author. Light snack provided. 4:30 – 6:00 Dinner.  6:30 – 8:00 Evening program for community. Storytelling in the gym followed by a book sale. DAY TWO- Crestwood School8:30 – 9:15 Informal breakfast with staff and administration.9:30 – 9:50 Author set-up 9:50 – 10:35 Author presents to grades 4-610:35 – 10:50 Question and answer session. 10:50 – 11:20 Book signing.  11:20 – 11:50 Tour of School and students’ displays. 12:00 Author Departs

Budget and Funding

Budget: Commitment of money need

to support author visit.Expenses include; honorarium, travel

expenses, accommodations, meals, materials, equipment, gifts for author, and emergency fund.

Fundraisers:Ways to help cover the cost

of the visit.Ideas include:book sales,

business and personal donations, dances, raffles, PTO, Friends of the Library group.

Grants are also available to help library programs.

Cost vary depending on author, accommodations, and presentations that need to be made.

Sample Proposal Part 3Budget For Elvira Woodruff

Author Visit Projected Cost Actual Cost

Honoraium $4030

Travel ExpensesPlane ticket, Rental Car

$485

Lodging- overnight $162.50

Meals $65

Local Transportation $65

Promotion CostsAdvertising in newspaper and radio , flyers

$225

MaterialsCopies, paper, pencils

$175

Authors books for sale $500

Equipment $65

Mementos for Author $65

Emergency Fund $162.50

TOTAL $6000

Promote and Publicize

P rov ide Preo rde r fo rm s forB ooks igning event

P rov ide c lassroom s w ith cop ieso f A u thor's books

H ave s tuden ts deve lopquestions to ask au tho r.

C rea te lessons and ac tiv itiesbased on books

P rov ide ou tline o f p resen ta tionsto teache rs

D eve lop bu lle tin boa rds .based on au thor's w o rk

D isp lay A u tho r's W ork

U s e thes e methods to prepare the s c hoo l

Community Awareness

Le tte rs to Bus inesses

N ew slette rs to pa ren ts

D isp lay P oste rs

B o o k S a le F lye rs

R ad io A nnoucem en ts

N ew spape r announcem en ts

U s e thes e methods to P ublic ize event

Book Signing

One of the most enchanting rituals connected with an author visit is getting an autograph.

A Few TipsOrder books in advance.Have students preorder and prepay for books.Keep in library until actual event.Host book signing in quiet area.Allow one class at a time to have books signed.Ask for signed bookplates for after event sales.

Getting Closer

Couple of Days Before Make contact with guest. Review itinerary. Make arrangements for local press to attend( if author

allows) Call and confirm transportation Confirm all equipment and material needs Acquire mementos for author Review student-posed questions for “Question and

Answer” session.

The Author Visit

Morning of The Event

What needs to be done:

Call and make sure travel arrangements are still on time

Put up all artwork and welcome banners that have yet to be done

Do any last minute prepping

Have plenty of bottled water handy

During Event

Act as MC for author

Be the moderator of the Q&A session

Have someone on hand that knows about the technical equipment in case there is a problem

During book signing make sure there is staff there for “crowd control”

Take pictures

Stay on Schedule

Actual ScheduleDAY ONE_ Maplewood12:30 – 12:45 Student representatives and LMS greet the author at the door and take him to the auditorium. Show her the restrooms. Have a beverage there for her; coffee, tea or water.12:45 – 1:00 Let the author set up and make sure everything thing is there that she may need. 1:00 – 1:45 Author presents to K-3 in auditorium. 1:45 – 2:00 Question and answer session. 2:00-2:15 Author Break2:15-2:45 Book signing. All books must be pre-purchased. Call one grade level at a time.Have two or three volunteers go through the line, hand out books and write the name on a sticky and attach it to the front of the book.2:45 – 3:15 Have student representatives walk author through school and show the artwork and stories the classes created based on the author’s work. Author can go into individual classrooms if he wants and talk with the students.

3:15-3:35 Author Break

 3:35 – 4:15 Informal get together with staff and author. Light snack provided.

 4:30 – 6:00 Dinner. Arrangements have been made previously with the author and dinner will be their choice. It can be at someone’s home, at a restaurant or on their own, but this will have been decided during the planning stage.

6:00-6:30 Author Free time

Actual Schedule cont. 6:30 – 8:00 Storytelling in the gym followed by a book sale. This program is for anyone in the school district. If the local press is invited, this would be the time they would attend. 8:00 Present author with gifts from the area. Thank audience.DAY TWO_ CRESTWOOD8:30 – 9:00 Informal breakfast with staff and administration at school. 9:00-9:15 Break9:15 – 9:30 Student representatives and LMS meet the author and show her to the auditorium and the restrooms. Also offer her coffee, tea or water. 9:30 – 9:45 Let the author set up and make sure everything thing is there that she may need. 9:45 – 10:30 Author presents to grades 4-6 in auditorium.10:30 – 10:45 Question and answer session.

10:45-11:15 Book signing. All books must be pre-purchased. Call one grade level at a time.Have two or three volunteers go through the line, hand out books and write the name on a sticky and attach it to the front of the book.11:15-11:30 Author Break 11:30– 11:50 Have student representatives walk author through school and show the artwork and stories the classes created based on the author’s work. Author can go into individual classrooms if he wants and talk with the students. 11:50-12:00 Pay author and thank her for her time. Make sure transportation arrangements are made for her departure.

After The Event

Things to do :Wrap up book salesReturn unsold booksPay all billsSend out follow-up publicityWrite Thank you notes to author, publisher, volunteers.Evaluate the program- meet with teachers and students to discuss what worked, what didn’t.

Start planning for next time!

Works CitedAmerican Library Association.“Tips from Maureen Hayes Award Committee on Planning an Author or Illustrator Appearance.” American Library Association 2 Oct 2007. http://www.ala.org/ala/alsc/awardsscholarships/profawards/hayesaward/TipsforVisitPlanning.htm

American Library Association. “Publicity, Programming and Promotion” Arrange an Author Visit. American Library Association. 2 Oct 2007. http://www.ala.org/ala/alsc/projecctpartners/Authorvisits.htm

Arnold, Marsha Diane. “Planning an Author Visit.” Marsha Diane Arnold.com 2002. 3 Oct. 2007.

http://marshadianearnold.com/pdf/PLANNINGANAUTHORVISIT.pdf

East, Kathy. Inviting Children’s Authors and Illustrators. Neal-Schuman Publisher: New York. 1995

Eibel, Kim. “How to host an Amazing Author Visit.” PTO Today. 30 Sept. 2007http://www.ptotoday.com/articles/article.php?article=0903author.html

 

Elvira Woodruff – Children’s Book Author. Elvira Woodruff. 2007. 4 Oct 2007. http://www.ewoodruff.com/

“Get Started Planning, Fundraising, & Tips for a Successful Author Visit.” Scholastic.com. 2007-1996. Scholastic, Inc. 28 Sept 2007. http://teacher.scholastic.com/authorsandbooks/visitkit/index.htm

Layne, Steven. “How to Host a Successful Author Visit.” 30 Sept. 2 http://www.stevelayne.com/webdata/resources/Handouts/How_to_Host_ a_Successful_ Author_Visit.pdf.

McGillian, Jamie Kyle. “Random House Children’s Book Author & Illustrator Appearances Kit.” Random House.com. 1 Oct 2007. http://www.randomhouse.com/teachers/authors/eventkit.pdf

Mora, Pat. “A Latina in Kentucky.” Horn Book Magazine (1994):298-300. “Sample Author’s Visit Schedule” Random House Children’s Books Author & Illustrator Appearnces Kit.1 Oct. 2007. http://www.randomhouse.com/teachers/authors/eventkit.pdf

Schwartz, David. “Make Every Author Visit a Smashing Success.” Instructor 104 (1995):48-51.