Successful Author Visit

In my quest to provide helpful insight to educators everywhere, I thought I'd take the time to reverse engineer a fantastically successful author visit I made to an elementary school thru Greater Columbus Arts Council's Artist in the Schools program, that took place as the year drew to its close this spring. Consider this my second installment of directions:

DEBBIE'S DOZEN DIRECTIONS: Author Visit!!

1. Consider stream-lining the 'Author" visit thru the school librarian. The librarian is likely to work with all the grades in the building. A happy alternative might be to have the Art teacher take the helm for the same reason. My suggestion is to choose a 'teacher' who interacts with all of the students in the building, someone who has a vested interest in the day going well for the 'most' students possible.

2. Schedule your visit with the author or illustrator (or author/illustrator) with sufficient time that your designated 'all-building' person has ample time to introduce the visiting author's work to the widest cross section of classrooms and grades as is reasonably possible.

3. Reach all financial arrangements ahead of time and in writing. Don't be afraid to ask for clarification of details. Be certain to address travel expenses where appropriate and communicate all details ahead of time so that everyone is on the same page and in total agreement. Communicate if there is to be an invoice from the author & to whom it is to be addressed specifically.
3.a. Communicate how and when the payment will transpire.
3.b. Make certain that all paperwork is in order for a timely payment to unfold.
3.c. Double check how the physical check should be made out and communicate when it will be available.
3.d. Communicate all financial plans to necessary school district personnel for final approval.

4. Communicate to your guest-author the specifics of the visit day's schedule with clarity. The length of the presenter's program and the grades to be included in each program spelled out, at the minimum. (It's always helpful to make the author aware of any classes with acute special needs or other such concerns.) Communicate to teachers what their role during the program will entail.

5. Communicate to your guest author the specifics of the setting of the visit. If at all humanly possible have the author remain in one setting for the duration of the day and bring the students to that one spot. (Be certain to communicate with the PE teacher -- if you are taking over their gym for the day, or whom ever you are displacing from their space.)

6. Print out a schedule of the day for all school personnel ahead of time. (This allows the custodial staff, office secretary and every other building specialist to be aware and recognize if there are any flies in the ointment ahead of time and resolve such issues in advance.)

7. Consider how lunch time is to be handled and have a clear plan. Some authors may like to have 'quiet time' away from conversations, others may appreciate visiting with students in the school cafeteria, others might enjoy chicken salad from Panera, hand delivered by the librarian's sister. My advice? Have a plan. A teacher pot-luck is always a winning concept.

8. Consider making the author's work available to the student body. How will this be handled? An order form sent home ahead of time with orders tabulated and the proper number of books brought to the site already signed and on hand is a win/win/win. If individual books are to be personalized allow time in the day for this task to unfold.

9. Communicate regarding any specific needs from the author as it relates to the size of the audience. What sort of microphone/speaker system is available? Is there need for a screen/darkened space for the sharing of slides? Have a tech crew ready for smooth set up.

10. Consider how long it takes to get your audience into and out of the gym/auditorium and build ample transition time into the schedule so as not to lose valuable program time.

11. Consider how students can funnel their questions to the guest-author. Possibilities include having questions written ahead of time and funneled thru the host-teacher to the author or having the classroom teacher 'work' with students regarding the asking of questions or a third alternative is having the author make individual classroom 'visits' following a large group assembly to ask questions in a more intimate setting. How does your author like to handle questions from the students? Devise a plan.

12. Extra credit for the host-coordinator who has the insight to get the visiting author's name onto the outdoor/public school sign. Great PR ++bonus ++ for the neighborhood to know that exciting things are taking place in the building. BIG smile-maker for the author to be greeted upon arrival with their name-up-in-lights. [YES!!! That's me, just before the dog walk and way ahead of sunglasses day!!]

TOTAL Bonus #13. If your author mentions in an email that they are now a total diva & returning from Europe just to make your school visit, mentioning having missed peanut M&Ms while across the pond....... surprise them with a happy canister to show you care.

**********Oh yeah!!! And if you have an 'author's wall' in your library remember to invite your guest author/illustrator to add their John Hancock and line drawings to those that have come before. Have no fear, your students will remind you if this is your first time in the saddle and you attempt to forget -- so sit back and relax!