Author Visits
“Today, children, we have a very special visitor…”
A guide to organising an author visit by Steve Skidmore and The Society of Authors
A visit from an author to a school or library can be a rewarding experience for all involved, but it does need careful thought and planning. The following guidelines and suggestions are given in the hope they will be of benefit to all those involved in the organising of an author / poet / illustrator visit.
Why have an author visit?
From this fundamental question, the whole visit will take shape. Answers may include:
- To enthuse students about reading and writing.
- To allow students to meet a favourite author in person and ask them questions about their work.
- To fit into a scheme of work.
- To be able to tick the relevant National Curriculum box.
- To gain positive publicity for the school.
- To be part of a programme of events (e.g. Book Week, PTA event).
- To gain from the experience, professionally and personally
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What sort of author do you want? (poet / illustrator / writer of prose)
Once you have decided what the focus of the visit is, you should begin to research which author might be appropriate for you. There is a different set of skills employed in writing / illustrating a book and talking about it. Not all children’s authors are confident in undertaking school / library visits. On the other hand, there are authors who can be truly inspirational. It is up to you to find out which authors are going to be the best for your needs. Points to consider:
- Does an author come recommended by colleagues / local library services / local book groups?
- Writers often specialise in writing books for a particular age-group so make sure the author will be suitable for your intended age range.
- Some writers offer a range of events including readings, workshops and drama sessions while others make a more traditional presentation (ie. readings / question and answer sessions). What do you wish your author to offer?
- How many people do you wish the author to see during the day? Do they offer small workshops or large-scale presentations?
- Is the author affordable? Fees can vary.
- Is the author available? Big name authors are usually booked up years in advance and some do not undertake school visits. Even lesser known authors can be booked up 6 – 9 months in advance, especially around times of National Book Week, World Book Day etc. It’s no good trying to book someone at the last minute.
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Information on Writers and Illustrators
Contact details and information on the types of author visits available can be found on the following websites:
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There are agencies that specialise in the organisation of author visits. These include:
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See also:
- Author’s web sites (Google will help!)
- Publisher’s Publicity Departments. (Be warned that they are usually very busy
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Preparation
Once you have decided on who you would like to invite, make contact with the author/agency (if possible, speak to the author – direct contact can help to avoid the Chinese whisper syndrome that can lead to authors not turning up / turning up on the wrong day / the school not expecting visit. It happens!).
A letter or e-mail is a good starting point – include a contact number / address or ask the author if you may phone them.
To discuss:
- The date of the visit.
- The age-group to whom the writer will be talking.
- Group size.
- The number and timing of the session(s).
- The length of the session(s).
- The type of venue. (Decide whether your venue is suitable for the visit – mostly it will be, but sometimes clubbing together in a larger venue may be more appropriate).
- Technical equipment (projector, flipchart, etc.) required by the writer.
- Arrangements for refreshments, lunch (check for any special dietary requirements)
- Accommodation arrangements, if needed.
- The fee agreed per session, plus expenses (travel & subsistence) and VAT if appropriate.
- The books the writer will be discussing.
- Book sales and signing.
- Details for payment.
- Arrangements for getting the author to the venue.
- Showcards / publicity material from the publisher
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Once this has been agreed upon, write a letter to confirm details. Include:
- School contact name (have a back-up person as well in case of illness).
- School’s address / phone number / e-mail.
- Map or clear directions.
- Confirmation of collection times if arriving by train/bus.
- Mobile phone number of person picking up the writer.
- If applicable, details (map, directions) of accommodation and confirmation of how it is to be paid
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Before the visit
The longer run in time you have, the more excitement can be generated!
- Make sure you have a venue available (double-booking of school halls is not unknown!).
- Make sure colleagues know of the visit.
- Make sure the children know of the visit.
- Involve the PTA and wider community (feeder / link schools / local library).
- Contact the writer’s publisher(s) and ask if there is any display or promotional material available.
- Prepare the children by introducing the writer’s work.
- Make display of books / pictures / posters etc.
- Read sections of author’s work
- Visit author’s website (if they have one)
- Discuss the questions the children might ask of the author.
- Write a letter to parents/carers telling them of the visit – include details of the price of the books available to buy.
- Organise the availability of books through your local bookseller or equivalent (some authors may bring their own books to sell) – these can be sold in advance to the children, or/and on the day of the visit.
- Charge batteries for digital cameras if they are to be used (ask author’s permission about taking pictures / filming event).
- Press and publicity – contact local paper with details. Check the position regarding parental consent and the publication of pictures
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The visit
Each visit will obviously be different.
The following are guidelines to ensure a successful day:
- Remind staff of the day’s activities.
- Be in good time to pick up the author if arriving by train / bus.
- Be ready to meet and greet the author (Make sure that the school receptionist or equivalent is aware of the writer’s arrival - a welcoming cup of coffee generally goes down well!).
- Have refreshments available throughout the day.
- Make sure that the venue is clean and equipped with suitable seating / technical requirements.
- Make sure children and staff are in place on time for the session(s).
- Introduce the author to the audience.
- Make sure that staff / children do not wander through the venue when the talk is taking place.
- Escort the author to the correct venue.
- Don’t leave the author to fend for themselves in staffrooms at break times or lunch.
- Make sure that books are available for sale and book selling is organised in an orderly manner.
- Make sure that payment is given or invoice requested.
- Thank the author appropriately.
- Make sure arrangements for leaving are in place (lift to station etc.)
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Some common pitfalls to be aware of:
- Do not leave the author alone with the pupils at any time. Authors are not to be regarded as substitute teachers and left with a class or classes. (There are public liability insurance implications).
- The members of staff who would normally teach the children in the audience should be present, (and other teachers / teaching assistants, if available) and should be fully engaged with the presentation, not filling in forms or marking books.
- It is a good idea to let the author know of any children with special needs or behavioural problems.
- Make sure that there are no problems with noise in other classrooms (or from author’s sessions). Exams and author visits tend not to mix!
- If having a local press photographer, make sure that they do not arrive mid-session. Photos should be taken before or after sessions in order not to interrupt the event
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After the visit
- Encourage the children to write and thank the writer.
- Talk to the children about the event.
- Undertake follow-up work with the children.
- Make sure all payments are made in good time.
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And finally
Begin to arrange the next author visit!
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