Guidelines for an Author / Illustrator visit

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 or illustrator visit.

Why have an author visit ?

• To enthuse students about reading and writing.
• To allow students to meet a favourite author and ask them questions.
• To fit in a scheme of work.
• To be part of a programme of events (e.g. Book Week, PTA event).

What sort of Author do you want ?

• Is an author recommended by colleagues, library services or book groups ?
• Choose an author that writes for the right age group.
• What do you wish your author to offer ?
• How many children do you wish your author to see?
• Is the author affordable ? Fees can vary, the average is £300 per day + expenses.
• Is the author available ? Big names are usually booked up quickly and not every author does school events.

Information on Authors and Illustrators

Ask your local school representative for an overview of our authors. This overview will show you where the author/ illustrator lives and if he/she is willing to do events and for what age group. By choosing an author near you, you will be able to save on travel expenses and possibly an overnight stay. If you can't contact your local school representative, please contact our head office.

Preparation

Once you have decided on who you would like to invite, please contact Eveline van Eijsden (contact details below). She will discuss the details and put you in direct contact with the author/ illustrator if possible. Make sure you have the information below to hand:

• Ensure that you have everything sorted out with the author, e.g. time of arrival, transport - does he need picking up ? Does he need a flipchart, table etc. ?
• Make sure the venue is sorted.
• Make sure the children know of the visit. Make a display of the author's books, read sections of the author's work, visit the website if there is one and discuss any questions the children could ask the author.
• Contact the publisher to ask for promotional material, such as showcards, biographies etc.
• Write a letter to parents and carers telling them of the visit - include details of the price of the books available to buy and tell them the author will be personally signing their copies (which is very exciting!).
• Organize the availability of books through your local bookseller or equivalent. Schools can order direct by contacting Bookpoint, louise.mergel@bookpoint.co.uk , and books will be supplied on a sale or return basis.
• Contact the local paper with details if possible. Do check the position regarding parental consent and the publication of pictures.

The Visit

The following guidelines are to ensure a successful day:

• Remind staff of the day's activities.
• Be in good time to pick up the author- do you have a mobile number, just in case?
• Have refreshments available for the author throughout the day.
• Make sure the venue is clean and the publicity material is put up if available.
• Make sure the children and staff are in place on time.
• Introduce the author - make sure you are prepared.
• Don't leave the author to fend for themselves in staffrooms at break times or lunch.
• Always make sure teachers remain during the session and that they are involved.
• Make sure the books are available for sale and the book selling is organised in an orderly manner.
• Make sure that payment is given to the author or an invoice requested.
• Thank the author appropriately.
• Ensure transport arrangements are in place if necessary.

Please also remember

• Let the author know if there are any children with special needs or behavioural problems.
• Make sure there are no problems with noise in other classrooms.
• Exams and author visits don't go together!
• If you have a local photographer, please ensure the photographs are taken before or after the session.

After the event

• Encourage the children to write and thank the author.
• Letters can be sent to the address below.
• Talk to the children about the event.
• Undertake follow-up work with the children.
• Make sure payments are made in good time.
• Begin to plan your next author visit!!!