Preparing for your author visit or virtual event

Plan in advance to make the most of your time with the author

Preparing the class

Make sure that students are aware that you have an author / illustrator event planned and that they are familiar with his / her work. Read some of their work; create a display if you can to raise excitement about the event. 

Flyers and posters - the publisher might be able to provide these - will help publicise the event to staff and students in advance and a display near the entrance will always go down well with the author!  If the event is virtual, a background display would work for the event - and for the author!

Ensure the students have access to the author’s book(s) well in advance - get a couple of classroom copies that they can browse, and that you can read to them to introduce them to the author's work.

Ask the students to think of questions they might like to put to the author.

Ensure that copies are also available at the event itself for students to buy – they often enjoy having their own signed copy to keep following author events, and the author event will encourage them to read it. And remember to order library copies - not all families will be able to afford to buy the author's book.

Copies for the day will need to be ordered at least two weeks in advance, either from a local bookseller, a schools' supplier or schools library service. Ensure that the author's most recent book is included as they will probably want to talk about that during the day.

Author checklist

Authors will typically be able to cover about three sessions during the day but if they are local / online, they might be able to do more. Check with the author to find out the type of workshop/presentation they are happiest doing, how many sessions they are willing to do, and how long they expect each session to last?

What presentation materials / equipment do they require?

Check with the author which books they are planning to use as part of their presentation / workshop – or ask them to focus on particular titles that you would like the students to be introduced to. 

Brief them on which of their titles the students have covered and how this fits in with your teaching. If their books link with curriculum subjects or skills you are covering, discuss how the author can support this, prior to the event.

Plan the day

Ensure that all staff are aware that an author / illustrator is visting, and are familiar with the plans for the day.

For physical events, create a detailed plan of the day itself and ensure that someone is available to greet the author, breaks are planned in and that lunch is arranged; check any dietary requirements.

Make time available for the book signing, and have a table and chair ready for the author to sign any books.

For virtual events, check that staff have a timetable of events for the day and that students are prepared with questions to ask. 

Nearer the event, ensure that the author is briefed on the event and is happy with the details. Check their travel arrangements, if they are visiting the school in person: will they need picking up / dropping off at the station? Are they staying at an hotel overnight – if so, will they be picked up in the morning? etc.

For virtual events, double check you have the tech requirements set up and links etc are easy to access.