Here's how to plan an author visit
Courtesy Maine Arts Commission

1. Many authors schedule their visits 6-12 months ahead so begin planning early. When do you want the author to come?
2. Before you contact anyone, you should have held several planning meetings with those who will be involved in the visit.
3. At those meetings, you need to determine the budget for the event or, at least, the maximum amount you feel comfortable spending.
4. Your costs will include an honorarium, transportation, meals and accommodations.
5. Do you want an assembly program (or two) and/or classroom workshops? How many? Do you want an evening program? Define all of this.
6. Now you are ready to begin contacting authors. If you have a specific author in mind, contact the publisher of the author's last book about the visit.
7. If you don't know who you want, it is time to research authors. Some publishers list authors by region of the country, which can be helpful for budgetary reasons.
8. When you contact an author you need to send a fact sheet about the proposed visit. Include the school name, address and phone number plus the name, phone number and email address of the contact person.
9. Include information about when you want the author to visit and a proposed schedule for the visit that lists each activity and the size and grade levels of audience members.
10. Include autographing time if you want the author to autograph books.
11. It is likely the author may request a schedule or date change. You need to be prepared to respond as soon as possible.
12. Most authors have set fees, but not all. If the publisher hasn't told you the fee, request it in your initial letter, along with any travel requirements.
13. Once the author has agreed to visit, put everything in writing (including the fee you will pay and the travel arrangements agreed upon) as well as an event fact sheet and send it to the author as confirmation.
14. Then, set up committees to raise money for the visit, promote the visit, and make all of the logistical arrangements.
15. Keep in touch with the author as plans are firmed up and be sure to ask about materials needed for the visit, such as an overhead projector or a flip chart. With everything organized, you will be ready for a successful visit.

Tips:

1. If you really want an author who lives too far away for your budget, check and see if the author is already coming to your area and if a visit to your school could be included in that trip.
2. Check with another school or public library and see if they would like to share the travel costs and have the author stay for visits to their facilities.
3. Check with your local bookstores about nearby authors and illustrators. You may be very pleasantly surprised at what you find out.