Successful Author School Visits: For Authors

School Visit in Circleville, Ohio

The other day, we were discussing author school visits in one of the writing groups I belong to.  

The discussion actually started from my article about public public speaking.  One of the authors in the group then asked the following:

"Hi C.J. Thank you for another helpful article. However, for those of us who have never done a school visit, can you do another article on the content of your presentation? 

Do you talk about the writing process, read part of your story, ask a student to read a chapter? Do you include Powerpoint presentations, run a book trailer video? 

How do you run your session?" 

I will cover what I have learned through thirteen years of school presentations, but please keep in mind, this is only what worked best for me when planning, setting up, and doing an author school visit.

There are many variables when we're talking about how to do school visits.  Every author is different.  We all have different personalities, different styles of public speaking, and different ways to relate to children.  Always be yourself and do what you feel comfortable doing.

Use this only as a guide.  You will find your own groove after doing a couple of them -- and it will probably be much better than mine!

Setting Up an Author School Visit:

Author school visits are usually set up through the school's Reading Specialist, although each school handles this in their own way.  

Before I make my initial contact with a school, I call ahead to find out the name and title of the person who sets up their author school visits for the coming year.

Then you can make contact in several ways.  Some authors, (me included), have used post cards, which are printed much like a larger version of a business card, with a photo of your book(s) and one of you, contact information, the types of programs you offer, etc.  

Besides school visits, I also do poetry workshops and speak to PTA's and parents about the importance of poetry in schools.  This is something I also include on the post card.

Another way to make an initial contact is to send what I call a school packet, which is a modified press kit.  You can include whatever you feel is important, but this is what is in mine:

Past school visit references
A list of publishing credits
A copy of your book and a bookmark
Stickers pertaining to your book(s), or characters from your book(s)
Advance Book Order Form to send home with students w/price
An Intro Form to send home about you, your book(s), and your school visit
Copies of news clippings, magazine articles, about you and your book(s)
A list of ways I can work with the school so they can afford to hire me 

**This is all put in a folder with side pockets and dropped off, or mailed

What to Expect:

Schools want to know,"What can we do to make it a success?"

Authors want to know the same, "What should I expect and how can I make it a success?"

Always plan ahead.  Address as Much as Possible When You First Set it Up:

* Be honest and open about what you will do and how much you will charge. State your daily rate and the number of presentations you can, or will, do for that daily rate. 

Fees: 

Most of us set our own fees, depending on our experience level.  

In the case of an author with a first school visit, you might want to set a low fee to start, just to get your feet wet and to get some school visit references.  

The next year, as a more experienced speaker, and with the references you have from your first year, you could then raise your fee.

* If you are only able to do two presentations per day, make that clear in your first phone conversation with the school.  I can comfortably do five presentations in a day, before my voice gives out.  (I love the schools that only need you to do four ...)

* Be honest about the group size you're comfortable with. If you LOVE speaking to a full auditorium of teachers, students, and at times, even parents, then say so. If you would rather keep the groups small, then tell them that, as well. 

* Keep in mind, the smaller the group, the more presentations you will have to do to include all of the school's classes and teachers.

* Tell the school what props you will need to have on hand for your author visit: easel, pointer, chalkboard and chalk, chair, stool, rocking chair, rug to sit on, microphone, podium, bottled water, tissues.

* Find out where your presentations will be: auditorium (on stage), cafeteria, library, classrooms, hallway or loading dock. Again, talk to the school about the maximum number of students you would be comfortable speaking to -- this is very important.

* Find out where you should park and what time to arrive at the school to meet your contact, the office staff, take a potty break, and to set up.

What Do I Include in a Presentation?

You are  limited only by your own imagination.  Be inventive.  Be different.  Be yourself.

* First and foremost, the teachers and the children know you are a children's author, so if you don't do anything else, read your book(s), or part of your book(s) during your presentation.

I have found that the first five minutes are the most important.  I don't know them, and they certainly don't know me.  

Since I am a children's poet, I always break the ice with them this way:

"How many of you LOVE poetry?"  (gets a show of hands)

"How many HATE poetry?"  (usually one or two hands)

"C'mon, be honest.  How many hate poetry?  It's okay, really."  (more hands)

"Okay. I'm going to take that as a challenge!"

"Did you know poetry touches your life every day?"  (doubtful looks all around)

"When you listen to the radio, songs have lyrics and lyrics are what?"  ("Poems!")

"How about commercials?  Some have rhyme and rhythm. Those are what?"  ("Poems!")

(then I sing the Oscar Meyer wiener song and of course everyone laughs)

"When mom has a birthday, what do you buy at a Hallmark store?"  ("a card!")

(I have a couple of funny rhyming cards I read to them)
What did those cards have?"  ("Poems!")

"Another kind of poem that I know you know.  Tongue twisters!"  ("Yeah!")

I have one I use and I say it slowly first, then have them say it.
Then I say it faster and they will, too.

Then I split the room in half and do a challenge between the two sides ... 

Then I have only the teachers do the tongue twister and ask the kids, "Were they fast enough?" 

The kids always yell, "No!", so the teachers have to do it again. (lots of laughter)
After this, I ask again, "So, how many still hate poetry?"  (no hands at all, only big smiles)

CJ with Tongue Twister Behind on Easel

I use this tongue twister, but I've used others, too:

  

One-one was a racehorse.  

Two-two was one, too.  

When One-one won one race, 

Two-two won one, too.

Anyway, this is what works for me.  It's a great ice-breaker and the kids are  ready for my presentation, because they feel they know me.

More Things to Address Before the School Visit:

* Be clear and up front about what you charge for traveling, room and/or board, and any other expenses you might incur.

* Find out when you will be paid, i.e., the day of the school visit, or in the case of Title One, how long you will have to wait for the board's approval and your check.

* Find out whether the local media (radio, TV, newspapers) will be contacted about your school visit, whether they will attend, whether time will be set aside during that day for interviews and photos. 

Be sure to ask the media for copies of the newspaper article after it appears and make sure they have your address.  This can then be added to your school packet!

* Create an invoice (nearly all schools require one) for services rendered. It should have the name, address and phone number of the school, the name of your contact there, all charges, and a total for your school visit. 

Make sure your invoice has your personal contact information -- I have mine centered at the bottom in smaller print. Mail to the school in advance, and make sure you bring along a backup copy on the day of your school visit, just in case.

Book Sales:

Talk with the school about how book sales will be handled before your school visit.

When and where you will sign books: cafeteria, teachers' room, during lunch, office, etc.,
Who will collect the money?
How much you discount the price of your book(s).  I do, some don't.
Be sure to take pre-orders for books prior to the school visit.

School Visit Schedule:

* Ask for your school visit schedule as soon as they can give you one, so you can plan. You need to know:

How much time do you have for each presentation?  30 minutes?  An hour?
The ages of each group so you can modify your presentation to be age-appropriate.
When to be in your assigned area for signing books with pens, bookmarks, etc., 

(Again, make sure you know when you will do this. During lunch break? After the last presentation?)

* Keep accurate records (copies of everything) for the IRS: the total for the entire school visit, i.e., amount you received for the actual day, or days, of presentations, number of books sold and the dollar amount, any expenses incurred (gas, mileage, plane ticket, room, food, etc.) that were not already paid to you, or for you, by the school.

* After you get home, be sure and send a "Thank You" note to your contact at the school. You never know whether that might make the difference in them having you back another time.

Working With Schools so They Can Afford You:

I have a print-out that I always put in my school visit packet about ways to help a school pay for my author school visit.  Here it is:

"There are Ways to Get Me to Your School for Less"

1. Split the cost of a plane ticket, lodging, and meals with other local schools in your town. I'll spend one day in 'School A', one day in 'School B', one day in 'School C', etc.

2. Arrange to have me come to your school when I'm already going to be in your area and save the cost of a plane ticket, or a charge per mile to drive.

3. Have a school raffle and sell tickets for chances to win a copy of each of my three books, before my visit. I'll even donate the books for your raffle.

4. Arrange for a fun place in your area for me to bring my partner on a mini vacation: a cabin in the mountains, an apartment on the beach, a cute little Bed & Breakfast, etc. You arrange for accommodations for a few days, I'll spend a day at your school for free.

5. Have me come during the time you're having interesting people come. I love meeting other writers or illustrators and I just might lower my price for the chance to get to share ideas with someone new.

6. You're a friend, or relative and I'm going to be in your area for some reason.

7. Arrange to hold a contest: "Dinner with the Author Night". Open it up to the whole town, advertise in the local papers and radio, sell chances for $5.00 each. The winning family will have dinner with the author, the school will more than make the cost of the school visit, and everyone wins. I will even donate copies of my three books as a gift for the winning family.

You may laugh, but I've experienced almost everything on that list.  The ideas work, trust me.

I think that covers just about everything.  If you think of any other questions that I haven't addressed here, please feel free to email me. I'm always happy to help in any way I can. 

I hope you have a great school visit!


Also See:
How to Have Successful Book Signings

Public Speaking: A Necessary Evil 

Important Author's Tool: The Business Card

E-mail CJ

“A writer soon learns that easy to read is hard to write.” ~CJ Heck

Children & School Visits

Children are so Forgiving if you Goof Up

Want to know what my favorite part is about doing an author school visit?

EVERYthing!  I love every part of it.

Even my inner child loves doing school visits -- it gives her a chance to get out, stretch her legs, exercise her sense of humor, and be among people her own age for a little while.

Of course, I have to rein her in every now and then -- she takes such liberties, at times -- tsk tsk, you know how children can be ...

What surprises me is how many children's authors I've met who have no interest in doing an author school visit. They don't know the fun they're missing. For me, it's the icing on the cake. It's the best part about being a children's author.

Writing the book was the hard part; finding a publisher was right up there with hard, but more of a pain in the butt than anything else. School visits are the best part of being published.

In talking with some authors, it comes down to speaking to a group, any group. Doesn't matter how old the group is, they don't want to do it. I guess I have to respect that ... to each his own. What they don't seem to realize is, children are so honest and trusting. They hold you in awe and high regard because you "wrote a book" -- jeepers, they don't even care what kind of book! They only know that you wrote it, so they trust that you must be 'pretty special'.

Children are also very forgiving if you goof up. As long as you still own the ability to laugh at yourself, goofing up isn't a problem, it's actually a positive, and can be an ice-breaker, if the ice hasn't already been broken by the time you goof up.

School Visit, Worcester, MA

I don't know how many times over the years I've screwed up a line from one of my own poems. Solution: make a silly face, say the line the way it should be said, and say something like: "Oh man, I sure screwed that up, didn't I? I don't even know my own poem! Sorry 'bout that." And then laugh -- they'll laugh right along with you.

Bada-Bing-Bada-BOOM.  Forgiven.

So, if you're a children's author who doesn't yet do school visits, please reconsider. Send me an email if you need more information, or call me and I'll give you a pep talk. (The number is on here somewhere).

It's fun signing autographs between presentations. It's wonderful getting hugs at the end of a long day, and it feels really good to walk down the hall and have children smile, wave, or call out your name ...


"A writer soon learns that easy to read is hard to write." ~CJ Heck

My Inner Child: A School Visit Morning

My Children's Books

On an author school visit day, I set the alarm for 5:00 a.m.

Then I say to myself what Ron White always says, "It's gonna be a good day today, Tater."

Most mornings start out pretty much the same at our house.

Robert and I have coffee together first, then we write our blogs and post them; then I post one of the veteran's articles on Memoirs From Nam, answer emails, approve comments, answer them, and then I'm ready to settle in and write, or edit, while Robert heads off to work.

On mornings when I have a school visit, there's so much more to do. I need a good hour with my coffee, check the internet for a few minutes, answer emails, and then I have to get busy.

I have to put my contacts in, take a shower, get dressed, pack up the car ... but before I do any of that, I have to do something else, first ...

I have to wake up my inner child.  I never do a school visit without her. She's not far away, though -- she's down inside, patiently waiting for the wake up call.

I have to give credit where credit is due. She's the one who really loves doing the school visits and she does most of the work, too, although we each have our jobs to do in the presentations. But, she's the one who gets the adrenalin pumping -- I'm just happy she lets me share the fun.

I also have to set aside some time to make sure I have everything else that goes with me (us):

• books (weeks before, I take a pre-order from schools and their students) 
• brochures 
• book marks 
• doorknob signs
• spider treasure boxes
• stickers

A few years ago, one librarian at a school visit presented me with a HUGE paper mache spider.  He looks exactly like the comical, colorful spider on my book.

She painted his body blue, his head red, the long legs are white, and to finish him, she glued on these large "google eyes". She even fashioned the web he "hangs" from, out of a piece of wire.

He's adorable and I treasure him. Now he comes with me (us) on every school visit, like a mascot.  My inner child and the kids at the schools adore him.

So, once the check list is done, I remind myself once again, "Yep, it's gonna be a good day today, Tater ..."

Happy School Visiting!
CJ


"A writer soon learns that easy to read is hard to write." ~CJ Heck

Author School Visits: For Authors

School Visit

I'm often asked what constitutes a good author school visit.

From the school's point of view, they want to know what they can do to make it a success.

From an author's point of view, it runs more toward asking this question, "What should I expect and how can I make it a success?"

I'm certainly no expert, but I can talk a little bit about what (in my experience, anyway) works, and what doesn't. For this reason, today I will concentrate on school visits for authors. 

In another blog post, I will concentrate on what schools can expect and what they can do to make an author's school visit a success.

Address as Much as Possible When You First Set Up Your School Visit:

* Be honest and open about what you will do and what you will charge. State your daily rate and the number of presentations you will do for that rate. If you are only able to do two presentations per day, for example, make that clear in your first conversation with the school.

* Be clear about what you charge for traveling, room and/or board, and any other expenses you will incur.

* Find out when you will be paid, i.e., the day of the school visit, or in the case of Title One, how long you will have to wait for their approval and your check.

* Find out whether the local media (radio, TV, newspapers) will be contacted about your school visit, whether they will attend, and whether time will be set aside during that day for interviews and taking photos.

* Create an invoice with name, address and phone number of school, the name of your contact there, all charges, and the total for your school visit. Make sure your invoice also has your personal contact information. Mail it to the school, but on the day of the school visit, make sure you bring along a backup copy, just in case.

* Decide how book sales will be handled, i.e., when and where you will sign books, who will collect the money, if you will be discounting the retail price of your book(s), whether they will allow you to take pre-orders for books prior to the school visit.

* Tell the school what props you will need for your author visit, i.e., bottled water, coffee, easel, chalkboard and chalk, chair, stool, rocking chair, rug to sit on, microphone, podium, etc.

* Find out where your presentations will be, i.e., auditorium (stage), cafeteria, library, classrooms. Talk to the school about the maximum number of students you would be comfortable speaking to -- very important.

* Find out where you should park and what time you should arrive at the school to set up.

* Ask for your school visit schedule as soon as they can give you one, so you can plan, i.e., how long the school has allotted for each presentation, the ages of each group so you can modify your presentation, (should you need to), and to plan when you will sign books (During lunch break? After the last presentation?).

* Keep accurate records (copies of everything) for IRS: the total for the entire school visit, i.e., amount you received for the actual day, or days, of presentations, number of books sold and the dollar amount, any expenses incurred that were not paid to you, or for you, by the school.

* After you get home, be sure and send a "Thank You" note to your contact and to the school.

If you think of any questions you may have about things I haven't addressed here, please feel free to either call, or email me. I'm always happy to help in any way I can.

Happy School Visit!
Hugs,
CJ


"A writer soon learns that easy to read is hard to write." ~CJ Heck