Visit guidlines for authors

Just as a teacher or librarian needs to ask certain questions about why they want an author visit, so you will have to ask yourself some fundamental questions in order to be able to outline the structure of your visit and sessions offered.
Questions to ask:

• Why do you wish to undertake visits?
• How much of your time is available for visits? (more travelling means less time in the study!)
• What age range do you write for?
• What age range are you comfortable talking to?
• How many people are you comfortable talking to in any one session?
• How far are you willing to travel?
• What fee will you charge?
• How many sessions in a day will you offer?
• What type of session(s) will you offer?

Once you have decided upon these, you are ready to advertise yourself!
There are several websites and publications that that list authors who are willing to undertake visits. (Some of these may charge you a fee).

• www.literacytrust.org.uk
• www.scottishbooktrust.com
• www.ncll.org.uk
• www.artscape.org.uk
  
• www.nawe.co.uk
• www.classactagency.co.uk

Public libraries and School Library Services also have lists of visiting authors make as do organisations such the Arts Council.
If you do not wish to organise an author visit yourself, there are agencies that specialise in doing this. These include:

• Speaking of Books (tel: 020 8692 4704)

You may also have your own website where you can advertise and your publisher’s publicity department may be able to pass on requests

Once an interested party has made contact with you (probably by letter or e-mail at first), it is usually a good idea to talk directly to the organiser in order that the following points can be discussed:

• The date of the visit.
• The age-group to whom you will be talking.
• Group size.
• The number and timing of your session(s).
• The length of the session(s).
• The type of venue you will need.
• Technical equipment you require (projector, flipchart, etc.).
• What preparations will be undertaken to inform / brief your audience about your work?
• Arrangements for refreshments, lunch (mention any special dietary requirements) – you may be asked whether you are willing to eat with the children or prefer to get out of the school at lunchtime.
• Accommodation arrangements, if needed.
• The fee agreed per day/session, plus expenses (travel & subsistence) if appropriate.
• The books you will be discussing.
• The arrangements for book sales and signing.
• Details for paying you. (Check that you will be paid without deduction of tax and National Insurance. You may be asked to confirm your tax reference number.)
• Arrangements for how you will get to the venue.
• Whether you charge a cancellation fee.

Once this has been agreed upon, ask the school / library to write a letter to confirm details. Ask them to include:

• School contact name (ask for the name of a back-up person as well, in case of illness).
• School’s address / phone number / e-mail.
• Map(s) or clear directions to the venue.
• Confirmation of collection times if arriving by train/bus.
• Mobile phone number of person collecting you.
• If applicable, details (map, directions) of accommodation and confirmation of how it is to be paid.

Make sure that everything is clear and both parties understand what is expected before the visit

In our increasingly litigious society, many schools / local authorities are insisting that individuals / groups that visit schools and libraries have some form of public liability insurance. It is highly recommended that authors take out such insurance and specialist cover is available from Royal & Sun Alliance. Annual premiums start at £62.50. Contact Kim Dodden, Blake Insurance Services, Bridgwater. Tel: 01278 453345 Email: enquiries@blakeis.co.uk

At one time, some places requested vetting and clearance from the Criminal Records Bureau. Clearance is not mandatory for visiting authors, so simply countenance a demand with a request that you are accompanied by a teacher at all times. It is reasonable to ask this as, depending on your policy, your public liability insurance may be invalid. Databases such as artscape request evidence of an Enhanced Disclosure for working with children but will help you process a Disclosure check through the Criminal Records Bureau

The best laid plans can go wrong, so it’s a good idea to be prepared to have pragmatic disposition during the day! Be ready to adapt to a change in circumstances if necessary. If you do feel that the situation is getting out of hand, then speak to the organiser and see how things can be re-arranged.

Obviously every visit is different – these are suggestions to help make the day a success

• Give yourself plenty of time to get to the venue – there’s nothing worse than arriving feeling stressed and tired.
• If you are being picked up from hotel / train or bus station, have the mobile number of the person collecting you.
• Check that all necessary equipment is in place before the audience arrives.
• Make sure arrangements are in order for book sales.

Every author has a different way of working and a different toleration level of what is and isn’t acceptable during a visit. These are baseline suggestions:

• Insist that you are not left alone with the children at any time. You are not to be regarded as substitute teachers and left with a class or classes. (There are public liability insurance implications).
• Ask that the members of staff who would normally teach the children in the audience be present, (and other teachers / teaching assistants, if available) and ask that they are fully engaged with the presentation, not filling in forms or marking books.
• It is a good idea to enquire at the beginning of the day whether there are any children with Special Needs or behavioural problems that you should be aware of.
• Make sure that you are not going to be interrupted by wandering staff / children or noise from other classrooms / parts of the library.                   
• If the school has invited a local press photographer, ask that they do not arrive mid-session and interrupt your talk.

And perhaps the most important of all:

• Enjoy the visit!

There will often be follow up letters from the children you have spoken to – it is always good to respond to them (a letter to the class or the school will usually suffice, rather than individual replies)