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Institution FAQ

Frequently asked questions from schools and libraries about using bqqk.

Getting Started​

Is bqqk really free for schools and libraries?​

Yes! There are no subscription fees, no booking fees, and no hidden costs. You only pay the author's fee when you book a visit.

How do I create an institution profile?​

  1. Create a bqqk account (or log in if you have one)
  2. From your dashboard, click "Create Institution"
  3. Enter your school or library information
  4. Complete your profile

Can multiple people manage our institution?​

Yes! You can invite colleagues to join your institution:

  1. Go to Institution Settings
  2. Click "Invite Team Member"
  3. Enter their email
  4. They receive an invitation to join

Team members can help search for authors and manage bookings.

What's the difference between Admin and Coordinator roles?​

  • Admin — Full access: can edit institution profile, invite/remove members, and manage all bookings
  • Coordinator — Can search for authors and manage bookings, but cannot change institution settings or team membership

Finding Authors​

How do I search for authors?​

  1. Go to the author search page
  2. Use filters: location, age range, price, availability
  3. Browse results and click profiles to learn more
  4. Send booking requests to authors you're interested in

Can I search for virtual presenters?​

Yes! Use the "Virtual" filter to find authors who offer remote presentations. This expands your options beyond geographic limitations.

How do I know if an author is available?​

Authors set their availability calendars. When you view an author's profile, you can see their available dates. Use the availability filter in search to only see authors available on your preferred dates.

What does "Title 1 discount" mean?​

Some authors offer reduced rates for Title 1 schools (schools with high percentages of students from low-income families). If you're a Title 1 school, indicate this in your profile to see which authors offer discounts.

Booking​

How do I book an author?​

  1. Find an author you want to book
  2. Click "Request Booking"
  3. Select your preferred date(s) and details
  4. Submit your request
  5. Wait for the author to respond
  6. Once accepted, confirm and pay

How far in advance should I book?​

Popular authors can book months in advance. We recommend:

  • 3-6 months ahead for specific authors
  • 1-2 months ahead for more flexibility
  • ASAP if you have a specific date in mind

Can I request multiple dates?​

Yes. When submitting a request, you can indicate multiple preferred dates or date ranges. This gives authors flexibility to accept.

What if the author proposes different dates?​

Authors may propose alternatives if your requested dates don't work. You can accept, decline, or continue negotiating through the platform.

Can I modify a confirmed booking?​

Yes, either party can request modifications (date, time, audience size, etc.). Changes require approval from the other party.

What's the cancellation policy?​

Typical policies:

  • 30+ days before: Full refund
  • 15-30 days before: 50% refund
  • Less than 15 days: No refund

Check your specific booking agreement for exact terms.

Payment​

When do I pay?​

Payment is collected when you confirm a booking. Funds are held securely until the visit is completed.

What payment methods do you accept?​

  • Credit cards (Visa, MasterCard, American Express)
  • ACH/bank transfer

Can I use a purchase order?​

For purchase order workflows, contact support to discuss options.

Do I receive invoices?​

Yes. Automatic receipts are sent via email, and you can download PDF invoices from your dashboard for reimbursement or budget tracking.

Preparing for the Visit​

How do I communicate with the author?​

Use the in-platform messaging system. Messages are tied to your booking and preserved in history. You'll receive email notifications for new messages.

What information should I share?​

Before the visit, communicate:

  • Parking and check-in procedures
  • A/V equipment available
  • Detailed schedule
  • Audience information (grades, class sizes)
  • Book sales arrangements
  • Any special needs or considerations

How do I prepare my students?​

  • Read the author's books before the visit
  • Share information about the author's background
  • Prepare questions students can ask
  • Build excitement for the visit

After the Visit​

How do I confirm the visit happened?​

After the scheduled date, you may receive a prompt to confirm completion. This triggers payment release to the author.

Do I need to leave a review?​

Reviews are encouraged but not required. You'll receive a prompt 24-48 hours after the visit. Your feedback helps other educators and supports great authors.

What if there was a problem with the visit?​

If something went wrong:

  1. Communicate with the author through the platform
  2. Contact support if you can't resolve the issue
  3. You can mention issues in your review
  4. For serious problems, contact support before payment releases

Profile & Account​

Who can see our institution profile?​

Your institution profile is visible to authors for the purpose of evaluating booking requests. Other institutions cannot see your profile.

How do I get verified?​

  1. Go to Institution Settings
  2. Click "Request Verification"
  3. Verification typically uses email domain (.edu, .gov, .k12)
  4. Alternative verification available for non-standard domains

How do I leave my institution?​

  1. Go to Institution Settings
  2. Click "Leave Institution"
  3. Confirm

Note: If you're the only admin, you must transfer ownership first.