Preparing for an author visit:

I feel a little sheepish writing this down and I do not intend to be patronising - but although some schools have obviously planned carefully for an author visit, and look after me wonderfully when I am there, others clearly have not. These suggestions are all about getting the most educational value (ie; fun and learning) from the investment you have made in asking a writer to come along.

Some authors (not all) feel strongly that the children should know something of their work and background. A little bit of research can make all the difference. If the writer has sent some publicity material, please display it. Sometimes an author will refer you to his publishers for promotional material. This may or may not produce results. Many writers have websites and book covers, etc, may be obtained there.

If the author's books can be featured in the library before the visit, this will help to maximise the impact of the event..

Be clear about what you want the writer to do. If specific activities like workshops are planned, find out if the author has preferences for venue, seating and so on. Discuss his and your requirements so that the best learning experience can be designed. Clear educational outcomes are desirable, bearing in mind that children gaining insight into the life of a professional writer is itself such an outome.

Make sure the author has clear directions for reaching the venue. An emergency contact number (your home or mobile) is useful for last-minute discussions or crises.

Inform the staff at Reception know that the author is coming. Having someone there - a pupil for instance - to greet the visitor is much appreciated. Your guest might have been travelling for some time, so a rest and a cup of coffee are definitely in order. Also, point out where the toilets are.

Don't leave your visitor to find his own way round through the day. Provide a guide to take the author to the places where he'll be working.

Please check that staff and children involved in or affected by the visit know what is happening - a list of times, places and classes circulated in advance is key. The best laid plans, etc.

Make sure that all necessary equipment is on hand and that at least one member of staff is present with the author during sessions (There are insurance implications to any visitor coming into the school. Does the author carry public liability insurance? If not, who would be responsible in the case of an accident, etc?).

During the sessions, minimise interruptions as far as you can. It can be highly distracting if somebody comes in while the author is reading or (worse) reaches the punchline of a story. Check for fire drills that day!

If you intend the sell the author's books on the day, make sure the children know well in advance and have received frequent reminders to bring cash! Also well in advance, contact a local bookshop for copies. Alternatively, the author may bring the books himself, or be able to help you to liaise with his publishers. Most books will be sold on the day of the visit. Allow enough time for selling and signing of books - with time to spare for the writer to take a break. Note: Do not ask the author to sign books that have not yet been sold, as these cannot be returned to the supplier: they must be paid for.

Be clear about how you want to follow up the visit. Many authors are interested to know how their visit went. Please do not suggest that you could send the children's stories, etc, for the author to look at. Some authors feel obliged to do so, even though their time is as precious as yours. Some writers will look and comment on creative work, but may charge a fee for this. Check in advance.

If the visit went well, any author will appreciate you saying so - to him and to colleagues in other schools. Many writers need to supplement their income from books through visiting, and word-out-mouth business is an important aspect of this.

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