Get Ready! Get Set! Go!
Tips for planning a school visit

Get Ready!

1. When you schedule presentations:
   1. Discuss with the author how long the presentation should be.
   2. Allow for small breaks between sessions.
   3. Take into account how long it might take for students to arrive and get settled.
   4. Avoid large chunks of “down time.” Most authors would rather keep up the momentum, instead of having an hour or more between sessions or an especially long lunch break.
2. Where should you have the presentation?
   1. Libraries are ideal - they have that “book atmosphere” and usually have nice acoustics and lighting.
   2. Cafeterias can be deadly - lousy sound, uncomfortable floors for students to sit on, pots and pans clanging, terrible lighting for projector presentations, and scheduling issues.
   3. Auditoriums can work, but sometimes it’s difficult for the author to make a connection with hundreds of kids. 
3. Have the students prepare signs, banners, or other displays for the author. This adds an air of excitement to the school and makes the author feel welcome.

Get Set!

1. Understand what equipment the author needs. (April needs an Infocus machine or similar and a screen. She will bring her computer and an adapter to connect it to the Infocus.) Make sure all the necessary equipment is set up and ready to go when the author arrives.
2. Have a couple of bottles of water on hand.

Go!

1. Make sure teachers stay with the students throughout the entire presentation to avoid the author having to deal with discipline issues.
2. If you are going to sell the author’s books, allow enough time to order books in advance. Some publishers need four to six weeks lead time. Send home flyers at least a week before the visit. On the day of the author visit, have someone to help handle the sales. And order some extra books for kids who are too shy or aren’t organized and will want to buy signed books when the author is gone Most publishers allow unsold books to be returned (even with a signature), so you won't be out the money if you order too many.
3. Have the author's check ready on the day of the visit.

April Henry’s school visit checklist

This checklist covers all the main issues associated with April’s upcoming visit to your school, but feel free to call or email April if you have any additional questions or concerns.

Transportation (check all that apply)

□  Air travel arrangements have been made by either you or April

□  April will rent a car and drive herself to/from school/s and airport

□  You will provide transportation for April to/from school/s and airport

□  Other travel arrangements have been made

Lodging

□  Hotel reservations have been made

(Note: April prefers Hampton Inns or other hotels that have on-site or nearby dining and Internet access ...please, no Bed & Breakfasts)

□  Hotel is direct billed to you or your school

□  April will pay the hotel bill and invoice you for the amount at a later date

□  You've informed April of her hotel confirmation number

□  April is making her own hotel reservations

□  Other lodging arrangements have been made

Audio - Visual

□  Your school is providing an LCD projector and a large screen

□  No LCD is available. April has been notified and will make other A/V arrangements

□  Projector has been checked and is in good working order (Important!)

□  Extra bulb is available in case it's needed

□  A small table is available for April's presentation materials in addition to a cart for the projector

□  Screen has been checked and is in good working order

□  There is no large screen, but a blank wall or other flat surface is available

□  If April will be using a wireless microphone, fresh batteries have been installed

Books

□  April has been told how you plan to handle book sales

□  You have allocated time during the day for book signing

□  If you're ordering books, an order form has been sent home

□  Books have been ordered from publisher/bookstore/distributor

□  Books have been pre-ordered from April

□  Books have arrived

□  The name of the child and teacher is on a post-it note in each book

□  Other book ordering/sales arrangements have been made

□  You will not be selling books

Lunch (check one)

□  April will eat lunch with kids you will select in an area apart from the cafeteria

□  You will provide April a lunch to eat with teachers in the teachers' lounge/library

□  Someone will take April out for lunch

□  April will be free to eat lunch alone off-campus

□  Other lunch arrangements have been made

Payment (check one)

□  April will be paid her speaking fee the day she speaks at your school. She will invoice you for expenses later

□  April will be paid a "flat fee" agreed upon in advance that covers speaking fee and expenses

□  April has been informed of your plans for payment  (Important!)

□  Other payment arrangements have been made

Promotion (check all that apply)

□  Local media has been contacted about April's visit (Good publicity for your school!)

□  Notices have been sent to parents and they've been invited to attend

□  Samples of April's books are on display in your library/media center

□  Teachers have familiarized students with April's books

□  Students have visited www.AprilHenryMysteries.com

□  Someone will be taking photos or videotaping April's presentation

□  Other promotional ideas

Other (check all that apply)

□  You've sent April directions to your school

□  You have sent April an agenda for her visit listing times of each presentation, grade levels of audience and approx. number of children in each session.

□  You've sent April any phone numbers she'll need in case of emergency

□  You've let April know if parking at your school is going to be a problem and where she should park

Use the space below to make notes of any questions you have for April, concerns, things to do, etc.

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