Checklist

Checklist for an Author Visit

Pre-Visit Preparation

1. Confirm Details with Author

   • Date and time of visit

   • Mode of communication (in-person, virtual, hybrid)

   • Length of presentation/workshop

   • Topic/subject of talk (book launch, writing process, specific books, etc.)

   • Special requests (AV equipment, room setup, books for sale, etc.)

2. Coordinate with School/Library Administration

   • Inform staff about the author visit

   • Set expectations for the day (schedules, behavior, etc.)

   • Arrange necessary accommodations (e.g., parking, refreshments, security)

3. Promote the Event

   • Create promotional materials (flyers, social media posts, email newsletters)

   • Post event details on the library or school website and social media platforms

   • Announce event in newsletters and school/library calendar

   • Coordinate with teachers for classroom involvement (assign reading, book discussions)

4. Prepare the Venue

   • Space Setup:

     • Reserve event space (e.g., library, auditorium, classroom)

     • Set up seating arrangements (chairs for the author, audience, and tables for books if needed)

     • Ensure good lighting and acoustics

   • Technology Setup:

     • Test microphone, projector, screen, and other AV equipment

     • Ensure a backup plan in case of technical difficulties

   • Signage:

     • Set up directional signs to guide attendees to the event space

     • Display promotional posters for the author

5. Coordinate Book Sales/Signings (if applicable)

   • Arrange for the sale of the author’s books (coordinate with local bookstore or publisher)

   • Designate a spot for book sales and signing

   • Prepare payment methods (cash, card, etc.)

   • Set up a table for author’s book signing

6. Prepare Materials

   • Prepare any handouts or promotional materials related to the author’s work

   • Create bookmarks, flyers, or bookplates for attendees

   • Provide a bio or introduction for the author’s talk

   • Collaborate with art teacher to create banners, etc.

Day of the Event

1. Arrival and Setup

   • Arrive early to ensure space is set up properly

   • Greet the author and check in with their needs (water, snacks, etc.)

   • Make sure books are organized for sale/signing

   • Ensure the AV equipment is functioning and ready to go

2. Author Introduction

   • Prepare a brief introduction for the author (background, key works, etc.)

   • Welcome attendees and thank sponsors/partners (if applicable)

   • Share the agenda for the event

3. Audience Management

   • Ensure attendees are seated and settled before the author begins

For younger audiences, let the author know the school “signals” to quiet students

3. • Introduce guidelines for the event (e.g., no talking, waiting for Q&A, etc.)

   • Help organize audience into groups if necessary (e.g., for breakout sessions, workshops)

4. Facilitate Q&A or Activity (if applicable)

   • Introduce the Q&A session or planned activity

   • Encourage respectful interaction (e.g., one question per person)

   • Assist with passing around microphones (for larger audiences)

5. Support Author During Book Signing

   • Organize attendees for the signing (help manage lines, direct people)

   • Provide author with extra pens, books, and any additional supplies

   • Take photos if permitted, and document the event (social media, website, etc.)

Post-Event Follow-Up

1. Thank You Notes

   • Send a thank-you note to the author for their time and contribution

   • Express appreciation to any volunteers or staff who assisted

2. Event Feedback

   • Collect feedback from attendees (via surveys, comment cards, or informal conversations)

   • Review event success (what worked, what could be improved for future visits)

3. Post-Event Promotion

   • Share photos, highlights, and reflections on social media and library website

   • Update the library catalog or website to feature the author’s books

   • Share event success with sponsors or partners

4. Book Sales and Payment

   • Ensure all book sales are processed and payments are settled with the bookstore/publisher

   • Track any remaining inventory for future sales or donations

5. Event Debrief

   • Meet with library and/or school staff/administration to discuss the event's impact

   • Evaluate the logistics and experience for future planning

By following this checklist, organizers can ensure a smooth, well-organized author visit that creates a positive experience for both the author and attendees.