Plan as far in advance as possible, especially if you are filling out
grant applications. Six months is reasonable, but some authors are
booked up to a year in advance.
Put the request in writing and include the name and telephone number of
the contact person and sponsoring organization; the date, time, and
location of the event; and the anticipated size, age, and makeup of the
audience.
State the exact nature or theme of the event, such as author breakfast,
lunch, or dinner; author conference, workshop, or panel. Indicate if the
author will be appearing alone or with other authors, the length of time
they are expected to speak, and whether there will be a
question-and-answer period.
Research the author before calling the publisher. Many authors have
multiple publishers. If you wish the author to speak on one title
specifically, make sure to contact that particular book's publisher.
Be up front and specific about which expenses you can cover (or not).
Expenses include speakers fees or honorariums, transportation, hotel and
meal allowance.
Indicate if you will have books for sale on site, and who will be
handling this: the library or school, or a local bookstore. DO NOT leave
book ordering to the last minute, especially if you are not selling
through a bookstore.
Once the author has said "yes," confirm all arrangements with a letter
to the author and publisher. Putting details in writing eliminates any
possible misunderstanding.
Make the trip as worthwhile as possible for the author and audience. For
a school visit, read the author's book to the students beforehand.
Contact the publisher for teachers' guides or activity sheets so the
students are fully prepared. Libraries should have flyers and notices
printed to announce the author's visit well in advance. Contact the
media regarding the author's visit, and take advantage of free community
listings in newspapers, radio, or television to publicize the event.
After your event, follow up with a thank-you to the author and a report
to the publisher.
AND REMEMBER TO PLAN AHEAD!
IF YOU ARE INTERSTED IN BOOKING A TUNDRA AUTHOR, PLEASE E-MAIL YOUR
REQUEST TO
tundra@mcclelland.com
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