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School & Library Author Appearances

How to Plan an Author Appearance

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Welcome to the home for author and illustrator appearances with Penguin Young Readers Group! We are very excited to assist you with bringing great authors and illustrators to your school or library. Below is a step-­by-­step guide to planning your next event. Please feel free to reach out to our Author Appearance Coordinator at penguinauthorvisits@gmail.com with any questions.
  1. Learn the Basics
    • This overview sheet will cover all of the processes involved in coordinating an author appearance for your school or library.
    • The sample author schedule will provide you with a better idea of how to format your schedule for the day of the appearance.
  2. Choose Your Authors
    • Please visit our Author Appearance Roster for a list of authors/illustrators who make school and library appearances. Most authors and illustrators are also available for a virtual appearance via Skype or Google Hang-Outs. If you are interested in an author that is not listed on our Roster, please feel free to read out to the Author Appearance Coordinator.  Feel free to also peruse our website o discover any of our authors who would be best for your event. If you are not sure which author would be best, feel free to also email the Author Appearance Coordinator​ with your event parameters (ages of the readers; preferred date/time of the event; if you’d like a local over versus bringing an author in from another city or state; etc.) and they will work with you to find the perfect match. We also suggest checking out our interactive State Awards Map to find an author perfect for your area.
  3. Request Your Author(s)
    • It’s easy! Send an inquiry email to our Author Appearance Coordinator at penguinauthorvisits@gmail.com with your contact information as well as the details of your event and which author(s) you are interested in hosting.Don’t see the author selection you’re looking for? Feel free to also email penguinauthorvisits@gmail.com for information on any Penguin author you have in mind or for guidance on choosing and inviting an author to your event.
  4. Confirming the Appearance
    • You will work with the Author Appearance Coordinator to finalize the details of your event and they will then send a final invitation with all confirmed details to the author/illustrator. The author/illustrator will either accept or politely decline based on availability. If the author/illustrator accepts, the Author Appearance Coordinator will confirm and send along a contract for you to sign and return via email. Once you have done so, the Author Appearance Coordinator will send the signed contract to the author/illustrator for them to cosign while also connecting you directly with the author/illustrator so you can finalize any travel or additional appearance details.
  5. Prepare the Event
    • Once you have scheduled your event and you have a finalized and signed the event contract, you’ll need do the following to get ready:
      1. Organize transportation as soon as possible (airfare, hotel accommodation, meals, ground transportation, etc.)
      2. Have equipment ready for the presentation depending on the technical needs of the author/illustrator you are hosting
      3. Provide the final schedule to the author/illustrator a few days prior to the event as well as upon their arrival
      4. Prepare the payment­ – payment is due on the day of the event
  6. Ordering Books​
    • We encourage you to order books for your event. You may either go through a local bookseller, an institutional wholesaler (if you use one), or order directly from P​enguin​ at a 40% discount with free shipping on standard orders. We encourage you to place these orders at least 6-­8 weeks in advance to ensure they arrive in time for the appearance.
Best wishes for a successful event!
 

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