Author and Illustrator Visits
So, You Want to Bring an Author or Illustrator to your School? Here’s how to do it right!
1. The Decision
If appropriate, talk with your colleagues, PTA, or other interest groups and generate enthusiasm about arranging a visit. Discuss curriculum support goals for the visit. Discuss scheduling and tying in with Family Reading Night, book fairs, etc. Begin to think about funding the visit. PRO TIP: Use the Pros On The Go Learning Categories checklists to define your curriculum support needs.
2. Finding an Author or Illustrator
First, consider the types of presentations you want. Some authors present full assemblies, some prefer small groups, some do online presentations, and most have set programs but will be willing to be flexible. To find presenters, look at author listings, book awards lists (regional and national), and publisher websites. Search booking agents and read their clients’ descriptions. PRO TIP: Consider a Pros On The Go author or illustrator whose book themes and content align with your support needs.
3. Make Contact
Find the “Contact Me” part of the author/illustrator’s website. In an initial e-mail to the presenter or their booking agent, include who you are, your school’s name, grade levels of the students involved in the visit, your location, the type of visit you hope to schedule (assemblies, workshops, in-person, online), and a time frame for the visit. Ask how much the presenter charges and what their availability is. Thank the presenter in advance for their response, and let them know you’ll get back to them promptly. PRO TIP: Share the Pros On The Go Learning Categories and/or standards you need support with.
4. Funding- Go for it!
Look at PTA, school, and district resources. Many grants are available (see resource list).
5. Set up the Visit
Once you’ve solidified your funding, contact the author again. By e-mail or phone, work together to set a date, number of sessions, length of time for each, and schedule (with breaks between sessions). Discuss the content of sessions, number and grade level of students in each session, location of sessions (gym, library), and availability of media (projector, screen, sound equipment). Discuss lunch plans if the presenter will be on campus the whole day. Some school hosts ask the presenter if they would like to have lunch with a small group of students. Some prefer to hold a potluck with colleagues or order a lunch for the presenter.
6. Make a Written Contract/Agreement
Many authors have their own contracts; don’t be afraid to ask. This may save you time! If not, include your organization’s name and address, representative’s name and contact info, presentation date, number of presentations and schedule, presentation location, and other agreed-upon terms such as equipment, fees, and travel expenses. Include how the presenter will be paid (by check or online payment system such as PayPal or Venmo). Include instructions for parking and entering the building.
7. Book Sales
Arrange to sell the author/illustrator’s books if at all possible. Ask the presenter if they want to sell books themselves or prefer to have a bookseller involved. Many prefer you order through the publisher – if so, do this well in advance (4-6 weeks). Send a book order form home with students. Schedule a time for the presenter to sign books with students, if possible, on the day of the visit.
8. Preparing
Good preparation can make the visit SO much more worthwhile. Have classes read the presenter’s books. Do related projects, make curriculum connections (geography, history, science, writing, etc.), make signs. Build excitement! Prepare introductions for the presentations. PRO TIP: check out Pros on the Go educator guides and extensions on their website. Request the presenter’s check to give to the presenter on the visit day and make any travel and hotel arrangements.
9. Day of Visit
Provide a host to accompany the presenter and provide support, including water. Show off school projects and take the presenter on a library and special spaces tour. Give the presenter A/V support during set-up and take-down. Introduce the presenter before each presentation. Teachers should stay with their students during presentations, be engaged, and provide support for Q&A, etc. PRO TIP: Remember to pay the presenter :)
10. After the Visit
Authors love thank-you notes, photos of the day, and/or feedback. Extend and cement curricular connections by incorporating the presenter's vocabulary, insights, and concepts. Reread and reflect on the books with your new information, especially those highlighted in their program. Consider co-writing a note to caregivers with your students. PRO TIP: Review the Learning Categories checklist to confirm how well the visit augmented your goals. Share your insights with the Pro and colleagues.
If appropriate, talk with your colleagues, PTA, or other interest groups and generate enthusiasm about arranging a visit. Discuss curriculum support goals for the visit. Discuss scheduling and tying in with Family Reading Night, book fairs, etc. Begin to think about funding the visit. PRO TIP: Use the Pros On The Go Learning Categories checklists to define your curriculum support needs.
2. Finding an Author or Illustrator
First, consider the types of presentations you want. Some authors present full assemblies, some prefer small groups, some do online presentations, and most have set programs but will be willing to be flexible. To find presenters, look at author listings, book awards lists (regional and national), and publisher websites. Search booking agents and read their clients’ descriptions. PRO TIP: Consider a Pros On The Go author or illustrator whose book themes and content align with your support needs.
3. Make Contact
Find the “Contact Me” part of the author/illustrator’s website. In an initial e-mail to the presenter or their booking agent, include who you are, your school’s name, grade levels of the students involved in the visit, your location, the type of visit you hope to schedule (assemblies, workshops, in-person, online), and a time frame for the visit. Ask how much the presenter charges and what their availability is. Thank the presenter in advance for their response, and let them know you’ll get back to them promptly. PRO TIP: Share the Pros On The Go Learning Categories and/or standards you need support with.
4. Funding- Go for it!
Look at PTA, school, and district resources. Many grants are available (see resource list).
5. Set up the Visit
Once you’ve solidified your funding, contact the author again. By e-mail or phone, work together to set a date, number of sessions, length of time for each, and schedule (with breaks between sessions). Discuss the content of sessions, number and grade level of students in each session, location of sessions (gym, library), and availability of media (projector, screen, sound equipment). Discuss lunch plans if the presenter will be on campus the whole day. Some school hosts ask the presenter if they would like to have lunch with a small group of students. Some prefer to hold a potluck with colleagues or order a lunch for the presenter.
6. Make a Written Contract/Agreement
Many authors have their own contracts; don’t be afraid to ask. This may save you time! If not, include your organization’s name and address, representative’s name and contact info, presentation date, number of presentations and schedule, presentation location, and other agreed-upon terms such as equipment, fees, and travel expenses. Include how the presenter will be paid (by check or online payment system such as PayPal or Venmo). Include instructions for parking and entering the building.
7. Book Sales
Arrange to sell the author/illustrator’s books if at all possible. Ask the presenter if they want to sell books themselves or prefer to have a bookseller involved. Many prefer you order through the publisher – if so, do this well in advance (4-6 weeks). Send a book order form home with students. Schedule a time for the presenter to sign books with students, if possible, on the day of the visit.
8. Preparing
Good preparation can make the visit SO much more worthwhile. Have classes read the presenter’s books. Do related projects, make curriculum connections (geography, history, science, writing, etc.), make signs. Build excitement! Prepare introductions for the presentations. PRO TIP: check out Pros on the Go educator guides and extensions on their website. Request the presenter’s check to give to the presenter on the visit day and make any travel and hotel arrangements.
9. Day of Visit
Provide a host to accompany the presenter and provide support, including water. Show off school projects and take the presenter on a library and special spaces tour. Give the presenter A/V support during set-up and take-down. Introduce the presenter before each presentation. Teachers should stay with their students during presentations, be engaged, and provide support for Q&A, etc. PRO TIP: Remember to pay the presenter :)
10. After the Visit
Authors love thank-you notes, photos of the day, and/or feedback. Extend and cement curricular connections by incorporating the presenter's vocabulary, insights, and concepts. Reread and reflect on the books with your new information, especially those highlighted in their program. Consider co-writing a note to caregivers with your students. PRO TIP: Review the Learning Categories checklist to confirm how well the visit augmented your goals. Share your insights with the Pro and colleagues.
