So, You Want an Author Visit?
Awesome. Now What?

A librarian once said to me, “Author visits are either the best day of the year—or the most stressful.” And honestly, same.

If you’re reading this, you’re probably wondering how to plan an author visit that’s both successful and stress-free. Well, you’re in the right place! You’re staring down a to-do list that includes emailing strangers, managing book orders, calming teachers, and wrangling tech setups that haven’t worked right since the Bush administration. Deep breaths.

📌 TL;DR — What You’ll Learn

(Too Long? No shame—here’s your shortcut.)

• How to plan an author visit that’s smooth, stress-free, and inspiring → Set goals, confirm details, prep early. Jump to Planning Like a Pro »

• What to expect (and budget for) → Author fees vary. Best move? Ask directly. Jump to Budget Breakdown »

• How to prep students for maximum engagement → Read books, write letters, build buzz. Jump to Student Prep »

• Day-of logistics and making the most of the visit → Schedule smart, assign a student host, prep tech. Jump to Lights-Mic-Action »

• How to follow up so the learning sticks → Thank-you notes, classroom projects, creative follow-ups. Jump to Follow-Up Magic »

• Bonus ideas to take it next-level → Spirit weeks, student podcasts, author-themed snacks. Jump to Bonus Magic Tricks »

• Free resources to make your life easier → Downloadables you can use now. Jump to Free Downloads »

Let’s turn your to-do list into a ta-da moment.

Planning Like a Pro (a.k.a. Avoiding Chaos)

The first step in how to plan an author visit is defining your purpose. What do you want students to take away from the experience?

Ask yourself: 🎯 What do I want my students to remember? (Other than the fact that the author tripped on a cord mid-sentence. Hypothetically.)

✅ Your Author Visit Starter Pack:

• Choose a date (6–12 months out is ideal)
• Decide on in-person or virtual
• Contact the author (yes, I take emails!)
• Confirm expectations (sessions, tech, timing)
• Prep teachers and librarians early

💡 Bonus: Share student interests and school culture with the author. The more we know, the better we can tailor the visit. You wouldn’t believe how many Pokémon facts I can work into a workshop.

📥 Grab The Complete Planning Guide by Subscribing To My Newsletter Here »

If you’re new to planning an author visit, Reading Rockets has a great step-by-step guide that expands on these tips.

💰 Budgeting: A Quick Peek Behind the Curtain

This is the section where most blogs list a bunch of dollar amounts. But I’m not most blogs.

Here’s the deal: Author visit fees vary wildly. They depend on the author’s experience, travel needs, and the format of the visit (in-person vs. virtual, full-day vs. half-day, etc.). So, When figuring out how to plan an author visit on a budget, keep in mind that fees can vary based on the author’s experience, travel needs, and event format. But that’s okay. There’s good news.

🧠 What You Should Know:

• Many authors (including me!) tailor pricing to schools’ needs
• Some offer discounts for Title I schools or multi-school visits (just ask)
• Virtual visits can be a great budget-friendly option
• Book sales help offset visit costs and build excitement

🗣️ Pro tip: If you’re interested in bringing in a specific author (ahem like me), your best move is to reach out and ask. We’re happy to talk details and work with your budget when we can.

Student Prep: The Secret Sauce to Making It Memorable

You want kids buzzing about this visit? Start before the author even steps through the door (or logs on).

Here’s what moves the needle from “meh” to “memorable”:

• Read the author’s books aloud (bonus points for sound effects)
• Share book trailers, interviews, or behind-the-scenes videos
• Let students write fan letters, reviews, or “next chapters”
• Decorate the hall with student artwork or themed displays
• Submit student questions ahead of time (you’ll get way better Q&A)

I once visited a school that had created a hallway “gallery” of my characters. One of them had googly eyes. I still think about it.
Looking to dive deeper into how to plan an author visit in your classroom? This piece from We Are Teachers has practical advice, especially for K–5.

🎤 Lights, Mic, Action: What the Day Looks Like

Author visits are like wedding days. They look effortless… when someone else does all the work. Is that other person learning how to plan an author visit that kicks butt? No. You are.

Here’s What a Typical Visit Might Include:

• 2–3 grade-banded presentations
• Book signing (bring sticky notes for names!)
• Small group workshop or classroom drop-in
• Q&A sessions
• Teacher lunch, student meet-and-greet, or special surprises

💡 Assign a student “ambassador” to walk the author around and introduce them. It’s empowering for them—and makes us feel like royalty.

📸 Don’t forget:

• Backup tech plans (always)
• Water/snacks for your guest
• A quiet corner to decompress between sessions (we’re introverts with stage energy)

Looking for more librarian-specific ideas? This School Library Journal article breaks down how to make the most of your author visit.

🧠 Don’t Let the Magic Die When the Author Leaves

The real magic? It happens after the visit. That special time when energy is high and the creative juices are running. Luckily, I have a few simple tips on how to plan an author visit that extends the learning through creative follow-up projects.

Try These great activities:

• Have students write or record thank-you messages
• Create a display of student writing inspired by the visit
• Hold a “publish your story” day
• Follow up with a literacy night or contest

You’re not just hosting an author. You’re launching a love of storytelling that could last a lifetime.

💡 Bonus Magic Tricks (Steal These Ideas)

• Reading Spirit Week with themed dress-up days 
• Host a “Design the Book Cover” contest 
• Create author trivia cards for students to trade 
• Make a podcast episode with student interviewers 
• Let students design book-themed snacks or menus 
• Use a reading passport and stamp each activity kids complete

Want me to come dressed as one of my characters? I mean, I have boundaries… but I’m listening.

One last free idea: tie the visit into a family event! How about some PTA tips for engaging families in literacy events.

Free Downloadable Resources

Grab The Complete Planning Guide by Subscribing To My Newsletter Here »