Author Visit Checklist

This page was created to help schools prepare for a scheduled author visit.

Prior to Visit

1. Give author contact names, phone numbers, and mailing addresses, including where to ship materials, and who to call if travel delayed.
2. Prepare schedule and coordinate travel for the presentation(s) with author.
3. Give author directions/map to presentation location(s).
4. Let author know the grade level(s) and size of audience(s).
5. Gather and sort supplies for activities into paper bags for each student.
6. Complete all paperwork required for payment of fee and expenses.
7. Order books.
8. Prepare introduction of author using biographical materials provided.

Checklist for Visit Day

1. Two tables side by side in front of the presentation room.
2. Microphone (wireless preferred).
3. LCD projector and screen with chair next to it for helper.
4. Bottle of water for author.
5. Check for fees and expenses ready to give author.
6. TV/VCR or DVD player for NASA tape/Apollo DVD during set up or autographing (optional).
7. Display of materials sent to host, such as books, pictures or poster (optional).
8. Books sorted and ready for autographing.
9. If doing activities, have bags of supplies ready for distribution.
10. Assign adults/students to the following tasks:

    Security	guard the model/experiments/sample items when author is not with them, and keep order during presentation
    A/V Support	set up and focus projector, change slides during presentation, set up computer/DVD player
    Host Speaker	introduce author
    Room Host	unlock room, get water, help set up tables, adjust lights as needed, help with clean up
    Timekeeper	get author and students in and out on time and give 15 and 5 minute warnings to author
    Guide/Lunch Host	greet author at door/airport, help carry items to/from car, accompany author to cafeteria/lunchroom
    Autographing Host	arrange table/desk with chair, and open books to signature page with order forms so names can be spelled correctly
    Activity Coordinator	distribute supplies/handouts & helps with activity
    Classroom Reporters	collect questions from class, get answers from author before/during (at lunch)/after visit, and report back to class