How to Plan Your Author Visit
Before You Request an Author | 8-12 Months Out
- Think about the type of event you're planning; consider the number of presentations, age and size of audience, and the venue.
- Choose a date. Please give at least three specific date options. (Don't leave it open to the author's calendar availability.)
- Secure an appropriate budget. Honorariums for authors can range between $200 and $5,000 per day, which does not include costs for travel (airfare, taxi, parking), lodging (if needed), and related expenses (meals, other necessities).
Requesting an Author | 6-8 Months Out
- FInd the right author! Browse Scholastic's robust list of authors who actively participate in school visits.
- Do some research. You may not be familiar with an author who might be perfect for your school. Check out various authors' websites, social media presence, and books to learn more about authors who may be within your price range or geographical area.
- There may be additional authors who aren't listed on our website, so feel free to contact us with any questions.
Getting Students and Teachers Prepared | 4-6 Months Out (or More)
- It's important that as many students as possible read the book before the author visits. This creates a better atmosphere for engagement and great discussions.
- Share details about the author and their books with students through library book talks, class read alouds, and in-class or extracurricular book discussions.
- Students can create visual or dramatic displays by
Dressing as characters from the book.
Assembling collages representing scenes from the book.
Outlining a character's journey on a map or timeline.
Creating welcome posters featuring characters from one or more of the author's books. (Consider having these signed by the author for display after the event.)
- Help students prepare questions to ask the author during any planned open discussion time.
Booking Author Travel and Coordinating Logistics | 3-4 Months Out
Once a confirmation is provided, you will communicate directly with the author or the author's staff to determine the details of the visit. Make sure you've considered and discussed all of the following:
- Hotel/lodging/accomodations—it's important for your author to be well-rested.
- Transportation—flights or travel, as well as coordinating booking, ground transportation, and reimbursement.
- On-site contact information, including cell phone numbers and arrangements for whoever will greet them the day of the visit.
- Presentation information (if not included in the confirmation), including: length of presentation, audience information (grade level, size), and number of presentations.
- Any equipment needed for presentations (Make sure to test any electronics before the event.)
- Breaks, meals, or receptions. (Be sure to ask about any dietary restrictions.)
Making Final Preparations | 1-3 Months Out
- Send a final schedule to the author.
- Prepare the school and community by publicizing the event.
- Order books for the author to sign. Scholastic offers a 40% discount on books for an author's visit!
- Arrange for a space for autographing and selling books.
- Ask for a W-9 and any other forms your school may need from your author to process their reimbursement enough in advance for you to provide their honorarium check on the day of the appearance.
Quick Tips for a Great Visit
- Make sure to greet the author at the school when they arrive.
- Provide water and tissues for the author during their presentation.
- The more prepared the students are for the visit, the more excited they'll be to meet the author and ask questions.
- Have fun, take pictures, and have the students serve as ushers or photographers.