We have found that getting the Author or Illustrator connected with those who want to have a School Visit or Library or Meeting presentation is sometimes like the first teen dance with the major participants against opposite walls reluctant to venture out when the music starts.

We hope that Author Illustrator Source is the catalyst that forms a strong bond between the Published Professionals and the Librarians, Media Specialists, Teachers, and Administrators. In order to make the process more enlightened we present the following as one guide to making the decisions for each participant much easier.

How do you invite an author or illustrator to your school?

We find there are 3 basic ways:

1) If there are authors or illustrators who live in your community whose works seem appropriate to your curriculum, call them, explain what your class or classes are studying and why you think a presentation by a Published Professional will enrich the students experience, then ask if they ever make a School Visit. In most cases you will be happily surprised.

2) If there are no authors  or illustrators who live in your community, we recommend searching among those listed by Author Illustrator Source. You can search by region and state to find those nearest to your school who make presentations which fit your curriculum.

3) If there are no authors or illustrators listed close enough to your location, we recommend you contact the publisher of the author or illustrator whom you would most like to visit your school. Most publishers are happy to help you arrange visits by children's authors and illustrators. Usually you would contact the Publicity Department at the Publisher. You may find the address and phone number of most publishers in the WRITERS MARKET annual publication in your library or you may click HERE to go to the Bookwire/Publishers Weekly web site and browse through the listings. 

What will it cost?

Fees vary and usually depend on the details of the visit. Most Authors and Illustrators must take into consideration that they are missing work time to speak, and most expect travel expenses in addition to their speaking fee. A widely known, award-winning author or illustrator might cost $1,000 a day, but a writer who is just starting out, or who is from your region, might be available for $500.

If you will look at the Authors and Illustrators listed by us you will see a wide variety of fees and some are negotiable.

School Visits are usually broken up into several sessions. It is wise to check with the author or illustrator about how many sessions they do in a day.  

It is customary to have a check for the agreed fees and travel expenses ready to give the author or illustrator when they come to make a school visit.

Where do the funds come from to pay for a school visit?

There are many possible sources for funding school visits:

1) Your school may have discretionary funds some of which could be budgeted for future school visits.

2) Many educators write grants to obtain funds to cover several school visits within the year. To see a sample of state grant information click here. For instance application can be made for Grants for schools in Kentucky.  An award of up to $3,000 in support is possible.

3) Other educators hold book fairs every year and use the proceeds to help fund school visits.

4) PTA fund raising activities could be allocated for Author/Illustrator School Visits.

How can you maximize the School Visit?

Preparation is always the key to success. Make sure the students are familiar with the published works of the Author or Illustrator. Doing this will almost always assure that significant questions will be asked and the students will be more focused for the presentation.

Most Authors and Illustrators will gladly autograph copies of their books. You may want to contact a local bookseller to see if they would support a Booksigning at the school. The bookseller would order a supply of the published books for purchase by teachers and students. Some Authors and Illustrators will arrange to bring their books with them to be available for sale and autographing. Advertise the visit widely to parents, students, teachers, and the community. Send reminders about book purchases and times of the signing and presentations the day before the visit. 

Allow some "break" time between one or more of the sessions so the author or illustrator has restroom and refreshment possibilities. Some schools set up a "Lunch with the Author" for a few selected students who would most benefit from a small group meeting, and the author will appreciate the meal.

When arranging the visit check on food and lodging preferences if applicable.

Put everything in writing. Most Authors and Illustrators will provide a contract for their services and make sure to spell out the Date(s) Fees, Expenses, Equipment needed, and Grade Levels of the presentations, plus any other details of importance to you and the author or illustrator.

 What kind of follow-up is best?

Thank you notes from students and teachers are always appreciated. Some Authors and Illustrators value a letter from a librarian, teacher, or principal that can serve as a reference for future School Visits. 

To return to home page click HERE. 05/06/2008 date last edited