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Managing Bookings

The bqqk booking system streamlines the process from finding an author to completing a successful visit. This guide covers everything institutions need to know.

Sending a Booking Request​

When you've found an author you'd like to book:

Step 1: Initiate the Request​

  1. Click "Request Booking" on the author's profile
  2. You'll see their availability calendar

Step 2: Complete the Request Form​

Provide the following information:

  • Preferred date(s) — Select from available dates on the calendar
  • Presentation type — Choose from the author's offerings
  • Audience size — Approximate number of students
  • Age range — Grade levels attending
  • Notes/special requests — Any additional context

Step 3: Review Estimated Cost​

  • See pricing based on the author's rates
  • View any applicable discounts (Title 1, multi-session, etc.)
  • Understand what's included

Step 4: Submit Request​

  • Click "Submit Request"
  • You'll receive a confirmation that your request was sent
  • The request appears in your dashboard
Request Tips
  • Be specific about your needs
  • Mention any scheduling constraints
  • Ask questions in the notes if needed
  • Check that dates work for your school calendar

Tracking Your Requests​

Request Status​

StatusMeaning
PendingAwaiting author response
AcceptedAuthor agreed, ready for confirmation
DeclinedAuthor couldn't accommodate
Alternative ProposedAuthor suggested different dates

Author Responses​

Authors may:

  • Accept — Move to confirmation step
  • Decline — Provide a reason (optional)
  • Propose alternatives — Suggest different dates
  • Ask questions — Request more information

You'll be notified by email and in-app when authors respond.

Confirming a Booking​

When an author accepts your request:

Step 1: Review Details​

Verify all booking information:

  • Date and time
  • Presentation details
  • Audience and age range
  • Final pricing

Step 2: Complete Payment​

  • Choose payment method (credit card or ACH/bank transfer)
  • Enter payment information
  • Review the total amount
  • Submit payment

Step 3: Confirmation​

  • Both parties receive confirmation emails
  • Booking agreement is generated
  • The visit appears on both calendars
  • Status changes to "Confirmed"

Booking Agreement​

A formal agreement is generated containing:

  • Visit date, time, and location
  • Presentation type and details
  • Fee and payment terms
  • Cancellation policy
  • Expectations for both parties

Download and keep this for your records.

Pre-Visit Coordination​

Use platform messaging to prepare for the visit:

Topics to Discuss​

  • Logistics — Parking, check-in location, contact person
  • A/V setup — Equipment needs, tech check timing
  • Schedule — Exact timing, transitions between sessions
  • Audience — Specific grade levels, class sizes, special needs
  • Book sales — Pre-orders, signing arrangements
  • Other needs — Refreshments, lunch, materials

Best Practices​

  • Respond promptly to author messages
  • Confirm details 1-2 weeks before the visit
  • Share any pre-visit materials with students
  • Prepare students with author background and book previews

Booking Modifications​

Sometimes plans need to change:

What Can Be Modified​

  • Date or time
  • Audience size
  • Presentation type
  • Number of sessions

How to Request Changes​

  1. Go to the booking in your dashboard
  2. Click "Request Modification"
  3. Specify what needs to change
  4. The author reviews and approves or declines
  5. Price adjusts if the change affects the fee
  6. Both parties notified

Cancellations​

If you must cancel:

Before Canceling​

Understand the cancellation policy:

TimingTypical Refund
30+ days beforeFull refund
15-30 days before50% refund
Less than 15 daysNo refund

Actual terms may vary—check your booking agreement.

How to Cancel​

  1. Go to the booking in your dashboard
  2. Click "Cancel Booking"
  3. Select a reason
  4. Review refund amount
  5. Confirm cancellation
  6. Both parties notified
Last-Minute Cancellations

Canceling close to the visit date affects both your refund and the author's schedule. Try to give as much notice as possible.

After the Visit​

Confirming Completion​

After the scheduled visit:

  1. You may receive a prompt to confirm the visit occurred
  2. If no disputes within 48 hours, payment releases to the author
  3. You'll be invited to leave a review

Leaving a Review​

Reviews help other institutions and provide valuable feedback:

  1. Receive review prompt via email (24-48 hours after visit)
  2. Rate the author across five categories
  3. Write about your experience
  4. Submit your review

Learn more about reviews

Booking Dashboard​

Your dashboard provides a complete view of all bookings:

Views​

  • Pending — Requests awaiting response
  • Confirmed — Upcoming visits
  • Completed — Past visits
  • Cancelled — Cancelled bookings

Features​

  • Filter by date range or status
  • Quick actions for each booking
  • Calendar view for visual planning
  • Upcoming visit reminders
  • Export booking history

Payment Information​

When Payment Is Collected​

  • Payment is processed when you confirm a booking
  • Funds are held securely until the visit completes
  • Payment releases to the author after successful visit

Payment Methods​

  • Credit card — Visa, MasterCard, American Express
  • ACH/Bank transfer — Direct bank payment (may take longer to process)

Receipts and Invoices​

  • Automatic receipt sent to your email
  • PDF invoices available for download
  • Access complete history in your dashboard
  • Use for expense reimbursement or budget tracking

Tips for Successful Bookings​

  1. Plan ahead — Popular authors book months in advance
  2. Complete your profile — Authors are more likely to accept detailed requests
  3. Communicate clearly — Share all relevant information upfront
  4. Prepare your students — Build excitement before the visit
  5. Handle logistics — Have parking, A/V, and schedules ready
  6. Leave reviews — Help the community and support great authors