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Author Visit Checklist

Use this checklist to ensure every school visit goes smoothly. Customize it based on your specific needs.

2-4 Weeks Before​

Confirm Details​

  • Verify date, time, and location
  • Confirm number and timing of presentations
  • Review audience sizes and grade levels
  • Discuss book sales arrangements
  • Get contact information for day-of coordinator

Logistics​

  • Get driving directions
  • Confirm parking location
  • Ask about check-in procedures
  • Request visitor badge information if needed
  • Confirm A/V equipment availability

Book Sales​

  • Coordinate book orders (if applicable)
  • Confirm payment method for book sales
  • Prepare signing supplies
  • Order enough copies for expected demand
  • Pack bookmarks or promotional materials

Presentation Prep​

  • Customize presentation for the audience
  • Update slides if needed
  • Prepare any handouts
  • Practice timing for session length
  • Plan activities appropriate for grade levels

1 Week Before​

Communication​

  • Send reminder email to coordinator
  • Reconfirm all logistics
  • Share any pre-visit materials for students
  • Ask about any last-minute changes
  • Confirm book order quantities (if handling sales)

Personal Prep​

  • Check your calendar is clear
  • Plan your outfit (comfortable but professional)
  • Test all technology and equipment
  • Prepare backup copies of presentation
  • Charge all devices

Night Before​

Pack Your Bag​

  • Laptop and charger
  • Presentation backup on USB drive
  • Remote/clicker
  • Extension cord and adapters
  • Books for display and signing
  • Signing pens (Sharpies)
  • Bookmarks or giveaways
  • Business cards
  • Water bottle
  • Snacks
  • Copy of booking confirmation/address

Final Prep​

  • Review the schedule one more time
  • Set alarm with buffer time
  • Check weather and traffic
  • Get a good night's sleep!

Day Of​

Before Leaving​

  • Eat a good breakfast
  • Dress professionally
  • Check that you have everything
  • Leave with buffer time for traffic

Arrival​

  • Arrive 20-30 minutes early
  • Find parking (as discussed)
  • Check in at office
  • Get visitor badge
  • Find your coordinator
  • Locate restrooms

Before Presentations​

  • Test A/V equipment
  • Set up your materials
  • Check microphone levels
  • Position yourself to see the clock
  • Do a final run-through in your head
  • Greet teachers and staff

During Presentations​

  • Engage the audience
  • Watch the clock
  • Make eye contact
  • Move around if possible
  • Save time for Q&A
  • Have fun!

Between Sessions​

  • Take a breath
  • Check in with coordinator
  • Hydrate
  • Reset materials
  • Adjust based on feedback

Book Signing​

  • Set up signing area
  • Have Sharpies ready
  • Ask how students want books signed
  • Be patient and personable
  • Take photos if permitted

Departure​

  • Thank coordinator and staff
  • Collect any personal items
  • Return visitor badge
  • Leave on a positive note

After the Visit​

Same Day​

  • Mark visit as completed in bqqk
  • Send thank-you email to coordinator
  • Note any issues or feedback for next time
  • Post about the visit on social media (with permission)

Within 48 Hours​

  • Submit any expense documentation
  • Review the institution (on bqqk)
  • Update your records
  • Respond to any follow-up messages

Ongoing​

  • Keep track of photos for your profile
  • Document testimonials
  • Update presentation based on what worked
  • Follow up if you haven't received payment

Emergency Kit​

Keep these extras in your car or bag:

  • Extra copies of books
  • Backup USB with presentation
  • Portable speaker (in case of A/V issues)
  • Cough drops / throat lozenges
  • Pain reliever
  • Phone charger
  • Cash for emergencies
  • Printed directions (in case of no signal)

Notes for Next Time​

After each visit, write down:

  • What went well?
  • What could improve?
  • Any specific notes about this school?
  • Would you return?

This helps you get better with every visit!