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

Successful Author Visits: For Schools

Author Visit

How to Have Great Author Visits at Your School

The other day, I wrote a blog directed at authors who hope to have a successful school visit. Today, I want to concentrate on what schools can do to assure that the school visit they are planning will be a huge success.

Before you Call to Invite an Author:

Have a list of questions you want to ask and have another list with things the author will want and need to know. I know this sounds overly simplistic, but trust me ... as an author who has done my share of school visits, you would be surprised at the number of schools who make the initial call with no idea of even when exactly the school visit will be, or how much they can afford.

Information to Have on Hand Before You Call:
* Date of School Visit
* A rough idea of what the school can afford (fee, travel, room & food)
* Number of groups/presentations you need and ages of students in each
* Whether you plan on inviting the media (radio, TV, newspapers)
* Where you intend the presentations to be (auditorium, library, etc.)
* School's contact info

Questions to Ask on the First Call:
* Are you available on the date we have in mind?
* Author's fee for the day
* Ideas to help the school afford them in the present economy.
* How many presentations can/will you do per day?
* What the presentation will entail
* Does the author allow for Q&A at the end of the presentation?
* Do you need a microphone?
* What props will you need?
* How many children per group are you comfortable speaking to?
* Do you give schools/students a discount on price of books?
* How do you arrange book sales? Book signing?
* Once arranged, ask for a contract/invoice from author to be sent

Children/Teachers

Make sure the children and teachers know there will be an author/poet coming to the school. Familiarize the students with the author and author's work. Some things that work well are:

* Read a bio about the author in class
* Take students to author's website
* Hang a photo of the author in the classroom
* Make welcome banners and displays to help generate excitement
* Draw illustrations of author's work, then hang in rooms and hallways
* Read excerpts of author's work on P.A. system each morning
* Have students each make a list of questions to ask the author
* Send book pre-order home with children so parents can plan book cost
* Invite parents to attend their child's author presentation
* If school has marquis, put school visit date and author's name on it
* Call media to announce upcoming author school visit
* Make sure school office staff knows about and will greet the author

Anything the school can do to make this an exciting time for students is helpful. Most authors will work with the school, if you ask them, so keep in touch by phone and trade ideas before the school visit. I know one school I visited actually used the fact that I go by my initials (CJ), and held a contest with the students about what the initials really stood for. It was fun for everyone, and the winner got to have her picture taken with me to put in their school's yearbook.

Another school got very creative when the school district cut their funding. To help cover the cost of an author school visit, they held (prearranged with me, of course) a "Dinner With The Author Night". They advertised in the local newspaper and radio that the school was holding a raffle for dinner with the author and sold raffle tickets through the students and the school office. The cost was $2.50 per ticket. The school was able to have the author visit ... and I had a wonderful time at dinner with the delightful winning family.

There are all sorts of ways to overcome the cutbacks in school funding in this crazy economy. Talk to the author you are thinking of hiring for your school visit. See what things have worked for them in the past and ideas they may have for your school for now.

I know I have often donated a some books to schools so they can sell tickets for a book lottery. Then on the day of my school visit, they had me draw one name during each of my presentations for the winner. That worked very well and generated a lot of excitement both before the school visit and during each presentation.

A few more helpful notes: during the presentations, please have the teachers remain with their classes. Children always behave better when they are seated near their teachers. Please don't put the author in the position of being a disciplinarian. They have enough to focus on and may even be dealing with a little stage fright, believe it or not.

In closing, if you've put the author up for the night in a motel, give them a call. Being in a strange town can be a lonely experience. You could offer to take the author out to dinner. They will probably decline, wanting some time alone to prepare for the next day, but I guarantee, the author will certainly appreciate being asked.

I hope your school visit will be a success in every way! If this article has helped you and you want to show your appreciation ... invite ME to your school (wink) ...

Hugs,
CJ

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