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Institution Hosting Guide

A comprehensive guide to hosting a successful author visit at your school or library. Planning ahead ensures a smooth experience for everyone.

Planning Timeline​

3-6 Months Before​

Book the Author​

  • Identify budget for author visit
  • Search for authors on bqqk
  • Send booking requests
  • Confirm booking and complete payment
  • Add to school/library calendar

Initial Planning​

  • Designate a coordinator for the visit
  • Reserve presentation space
  • Block time on school schedule
  • Notify administration

1-2 Months Before​

Logistics​

  • Confirm presentation space details
  • Check A/V equipment (microphone, projector, screen)
  • Arrange for any needed equipment rentals
  • Plan seating arrangements
  • Confirm parking for the author

Book Sales (if applicable)​

  • Decide how books will be sold
  • Coordinate with local bookstore or author
  • Set up pre-order system
  • Communicate book purchasing info to families
  • Arrange for payment collection

Student Preparation​

  • Order copies of author's books for library/classrooms
  • Create reading lists
  • Plan pre-visit activities
  • Share author information with teachers

2-4 Weeks Before​

Communication​

  • Send detailed message to author via bqqk
  • Confirm schedule and logistics
  • Share parking and check-in instructions
  • Discuss A/V needs
  • Provide day-of contact information

Promotion​

  • Create posters or announcements
  • Add to school newsletter/website
  • Send reminders to families
  • Notify local media (if appropriate)
  • Post on social media

Student Engagement​

  • Begin reading author's books aloud
  • Display books in library/classrooms
  • Have students prepare questions
  • Create art or writing projects related to books
  • Build excitement!

1 Week Before​

Final Confirmations​

  • Send final confirmation to author
  • Reconfirm all logistics
  • Verify book orders are ready
  • Test all A/V equipment
  • Brief all teachers involved

Day-Of Preparation​

  • Prepare visitor parking sign
  • Create welcome sign for author
  • Prepare check-in materials
  • Arrange refreshments/lunch if providing
  • Set up presentation space

Day-Of Checklist​

Before Author Arrives​

  • Set up presentation space
  • Test all technology
  • Post directional signs
  • Brief office staff about visitor
  • Prepare visiting author badge
  • Set up book signing area
  • Have water available for presenter

Author Arrival​

  • Greet author at entrance
  • Show them to parking
  • Provide visitor badge
  • Tour of facilities if time permits
  • Show presentation space
  • Allow time for setup and testing
  • Introduce to key staff

During Presentations​

  • Help manage student transitions
  • Monitor time
  • Handle any behavior issues
  • Take photos (with permission)
  • Manage microphone if needed
  • Support Q&A time

Book Signing​

  • Guide students through signing line
  • Help students open books to signing page
  • Manage flow and timing
  • Collect payments if needed
  • Help with personalizations

Author Departure​

  • Thank the author warmly
  • Provide any promised items (lunch, payment, etc.)
  • Collect visitor badge
  • Walk them to their car if appropriate
  • Express appreciation for the visit

After the Visit​

Same Day​

  • Confirm visit completion on bqqk
  • Send thank-you email to author
  • Post photos on social media (with permission)
  • Debrief with staff

Within a Week​

  • Leave a review on bqqk
  • Send thank-you cards from students
  • Share photos with families
  • Write article for newsletter
  • Document lessons learned

Follow-Up Activities​

  • Continue reading author's books
  • Writing activities inspired by the visit
  • Art projects based on the presentation
  • Letters to the author
  • Display student work

A/V Setup Guide​

Basic Equipment​

EquipmentPurpose
MicrophoneAudible presentations
ProjectorVisual slides
ScreenDisplay area
Laptop connectionHDMI/VGA cable
SpeakersAudio/video playback
Extension cordsPower access

Pre-Visit Tech Check​

  1. Test projector and screen
  2. Verify laptop connections work
  3. Check microphone batteries/charge
  4. Test speaker audio levels
  5. Ensure Wi-Fi access if needed
  6. Prepare backup options

Common Issues​

  • No sound: Check volume, connections, speaker power
  • No display: Try different input, check cable connections
  • Microphone feedback: Adjust position, lower speaker volume
  • Wi-Fi issues: Have offline backup ready

Book Sales Options​

Option 1: Author-Supplied​

  • Author brings books
  • Author handles sales and change
  • School provides signing space
  • Simple but author carries inventory risk

Option 2: Local Bookstore Partnership​

  • Bookstore orders and delivers books
  • Bookstore may handle payment
  • Often includes pre-order system
  • Bookstore may offer school discount

Option 3: School-Managed Pre-Orders​

  • School collects orders and payment in advance
  • Author or bookstore supplies exact quantity
  • Books distributed on visit day
  • No day-of money handling

Option 4: Online Pre-Order​

  • Author sets up online ordering
  • Books shipped to school or families
  • Author signs during visit
  • Simplifies logistics

Maximizing the Visit​

Prepare Students​

  • Read books before the visit
  • Learn about the author
  • Prepare thoughtful questions
  • Create related art or writing
  • Build anticipation

Create Atmosphere​

  • Display author's books prominently
  • Decorate with book themes
  • Create welcome signs
  • Take photos for memories
  • Make it an event!

Capture the Moment​

  • Assign a photographer
  • Get photo permissions in advance
  • Take candid and posed shots
  • Document signing activities
  • Share with the community

Follow Up Meaningfully​

  • Thank-you notes from students
  • Share student work with author
  • Continue book discussions
  • Plan future author visits
  • Keep the magic alive!