Virtual Visit Guide
Virtual author visits expand possibilities beyond geographic limitations. This guide helps both authors and institutions succeed with remote presentations.
Benefits of Virtual Visits
For Institutions
- No travel costs — Access authors nationwide
- Easier scheduling — No travel time means more flexibility
- Broader selection — Connect with any author, anywhere
- Weather-proof — No snow day cancellations
- Technology learning — Students gain digital literacy
For Authors
- Expanded reach — Present to schools anywhere
- More bookings — No travel time between visits
- Lower costs — No travel expenses
- Flexibility — Present from home
- Safety — When in-person isn't possible
Technology Requirements
Authors Need
| Equipment | Recommendation |
|---|---|
| Computer | Reliable laptop or desktop |
| Camera | Built-in or external webcam (1080p preferred) |
| Microphone | External mic or quality headset |
| Lighting | Ring light or window light on face |
| Internet | Wired connection preferred, 25+ Mbps |
| Backdrop | Clean, professional background |
Institutions Need
| Equipment | Recommendation |
|---|---|
| Computer | Connected to projector |
| Projector/Screen | Large enough for audience |
| Speakers | Clear audio for the room |
| Camera | Webcam or document camera |
| Microphone | Room mic for student questions |
| Internet | Stable school connection |
Platform Options
- Zoom — Most common, feature-rich
- Google Meet — Common in schools using Google
- Microsoft Teams — Common in Microsoft schools
- WebEx — Enterprise option
- Streamyard — For larger broadcasts
Test Everything
Schedule a tech check 1-2 days before the visit to catch any issues early.
Best Practices for Authors
Before the Visit
- Test your setup — Camera, mic, lighting, internet
- Check your background — Clean and professional
- Prepare backup plans — Phone hotspot, second device
- Share connection info — Send link in advance
- Know the platform — Practice screen sharing, chat features
During the Visit
- Log in early — At least 10 minutes before
- Look at the camera — Creates eye contact
- Speak clearly — Enunciate and pace yourself
- Use visuals — Keep slides engaging
- Engage students — Ask questions, use chat, polls
- Manage time — Keep an eye on the clock
- Be expressive — Energy translates through screen
Engagement Techniques
- Interactive polls — Built into most platforms
- Chat participation — Have students type answers
- Show of hands — Ask students to wave
- Screen annotations — Draw on shared content
- Breakout rooms — For workshop activities
- Virtual whiteboard — For brainstorming
- Hold up books — Physical props still work!
Common Challenges
| Challenge | Solution |
|---|---|
| Low engagement | Ask questions, use chat |
| Tech issues | Have backup plan ready |
| Audio problems | Use external mic, mute audience |
| Can't see students | Ask for feedback verbally |
| Distractions | Keep pace moving, vary content |
Best Practices for Institutions
Preparation
- Test technology — Run a practice session
- Prepare the space — Good sightlines, working speakers
- Assign a tech helper — Handle issues during presentation
- Brief students — How to participate appropriately
- Share link/instructions — With author in advance
Day-Of Setup
- Start early — Test everything before students arrive
- Check audio levels — Can everyone hear?
- Position camera — So author can see students
- Have microphone ready — For student questions
- Close unnecessary programs — Maximize bandwidth
During the Visit
- Manage the room — Keep students focused
- Facilitate Q&A — Bring microphone to students
- Monitor chat — For inappropriate content
- Watch the clock — Help with time management
- Handle tech issues — Have backup plans
After the Visit
- Thank the author — Send follow-up email
- Leave a review — On bqqk
- Discuss with students — Process the experience
- Follow-up activities — Continue the learning
Virtual Visit Formats
Assembly Style
- Large audience (whole grade or school)
- One-way presentation
- Limited interaction
- Q&A via chat or moderated mic
- 30-45 minutes typical
Classroom Sessions
- Smaller groups
- More interactive
- Camera shows students
- Direct conversation possible
- 20-30 minutes typical
Workshops
- Very interactive
- Activities during session
- Screen sharing for instruction
- Breakout rooms optional
- 45-60 minutes typical
Multiple Sessions
- Several back-to-back presentations
- Different grades or classes
- 5-10 minute breaks between
- Customize content per audience
Hybrid Options
Combine virtual and in-person elements:
- One room in-person, others virtual — Author in library, streamed to classrooms
- Main presentation + virtual follow-up — In-person visit with virtual Q&A later
- Regional hub — Multiple schools join one virtual session
Troubleshooting
Audio Issues
- Mute audience microphones
- Check speaker/volume settings
- Use headset to prevent echo
- Restart audio if distorted
- Have phone backup for audio
Video Issues
- Check camera selection in settings
- Ensure good lighting
- Restart video if frozen
- Lower video quality if bandwidth limited
- Continue audio-only if necessary
Connection Issues
- Switch to phone hotspot
- Lower video quality
- Turn off other devices on network
- Have phone number as backup
- Reschedule if needed
Pricing Considerations
Virtual visits typically cost less than in-person:
- No travel time for author
- No travel expenses
- Authors can do more per day
- Typical range: 50-70% of in-person rate
Discuss pricing expectations when booking.
Success Tips
For Everyone
- Test technology — Before the actual event
- Have backups — Phone numbers, alternate platforms
- Communicate clearly — Share all details in advance
- Be patient — Tech issues happen
- Focus on content — Technology serves the presentation
- Follow up — Continue the connection afterward
Virtual visits can be just as magical as in-person ones with proper preparation and the right mindset!