Logistics & Planning
How far in advance should I start planning?
Some schools begin planning a full year in advance, but a more common practice is to start at least 5-6 months out. Why? Popular authors’ schedules can fill up fast. If you want a particular author for a particular date, the early bird gets the worm. Also, if you require grant money to fund the visit, those grants will often have a long lead time.
How much time should I allow for book ordering?
It’s safest to allow a good 4-6 weeks for the ordering process. If you’re sending pre-order forms home with students, you’ll need to leave adequate time for the parents to respond. (Or for the kids to discover the forgotten forms in their backpacks.) You can order directly from publishers, many of whom give a 40 percent discount for books sold in conjunction with an author visit. Or you could order from your local bookstore. Either way, it might take up to two weeks for shipping alone, and it’s always best to budget in extra time to cover any delays.
How can the school best coordinate book pre-sales and autograph sessions?
If the author has a substantial body of work, start by asking them for recommended titles. Once you’ve determined which books to offer students, then it’s time to decide where you’ll order the books from. Publishers offer the biggest discount, but if an author has several publishers, that can lead to extra coordination work. Local bookstores offer the convenience of a one-stop shop but can’t match the publisher discounts.
The scheduling of autograph sessions will depend on how many books your school ends up ordering. If it’s a small number, sometimes the author can autograph between sessions with student book buyers present. If it’s a larger number, you may need to set aside a chunk of time at the end of the day for the author to sign books without kids around. And if it’s a really large number, you might want to consider leaving them at the author’s hotel for a night-before autographing session. Consult with your author and ask their preferences.
What is the ideal group size and grade-level breakdown per session?
That’s a great question to ask your author. Some prefer working with individual classrooms, while others can manage an assembly with hundreds of kids. Some authors stage interactive activities designed for smaller groups, while others prefer putting on a show for bigger audiences.
For myself, I prefer larger assemblies. Most schools break up my sessions by grade levels as follows: K-1st, 2nd-3rd, 4th-6th. Each author will have their own preferences.
How much set-up time and break time does the author need between presentations?
Typically, an author will arrive about 30-45 minutes before the first session. This allows time to set up and test the tech to make sure all works smoothly. For break times, it’s best to allow at least 10-15 minutes between sessions for transitioning the student groups and permitting your author a bathroom break.
What audio-visual technology does the author require?
It varies from author to author. These days, most will need at least a microphone, sound system, and projector for their PowerPoint presentation. Be sure to ask your author in advance, as there’s nothing worse than dealing with glitchy (or missing) tech on the day of the visit.
Content & Fit
How does the presentation align with state standards and Common Core?
This is another excellent question to ask your author. Some, particularly nonfiction authors, offer many connections with state standards or Common Core. In some cases, their pre-visit activities may have been crafted by an educator with this aim in mind. But even a fiction author’s presentation is bound to satisfy some of your state’s standards around literacy and writing.
Can the talk be tailored to the school’s needs?
Yes, absolutely. But only to a certain extent. Most authors have a set presentation and would resist creating an entirely new talk for one school alone. However, they can tweak their session to help support the school’s goals. For example, if the school is making a big push on writing, your author could include more writing tips in their presentation. Or if it’s a STEM focused school, they could lean into those connections with their books.
What pre-visit activities should teachers complete with students?
At bare minimum, teachers should read the author’s books to students over the course of several weeks — not just “once and done.” Beyond that, it’s helpful to lead kids in exploring the author’s website, encouraging them to ask questions about it, and conducting any activities the website suggests. All this will make for a more successful experience for students. And that’s the bottom line!
