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1. Begin to plan your author/illustrator appearance six months to one year in advance.

2. Before you send in your request, look at the attached list and write down one or two authors or illustrators you would like to have appear at your organization's event. (If your first choice is booked, you need to have alternates.)

3. Try to have a general idea of what your day will be like. Who will the audience be? Do you want one presentation? Three? (Note: Most authors and illustrators prefer to give-at most-three presentations per day.)

4. What is your budget? Remember to budget for expenses such as travel, lodging, meals and honorarium (a speaking fee established by the author/illustrator). Honoraria typically range from $500 to $2,000 per day and do not include expenses, for which you are also responsible. Also, the author or illustrator will usually expect you to have their books on hand for signing before or after the appearance. (Please try and place your order well in advance through your local bookstore or wholesaler of choice, or you can order through Simon & Schuster per the attached book ordering information.)

Note: It always helps to have your budget for the appearance pre-approved by your organization before you submit your request to the publisher.

5. Also, it is recommended that you request authors/illustrators through one publisher at a time, since a request is treated as an invitation to come and speak. We suggest that you make a priority list of authors/illustrators and begin your search with your first choice. If he/she is not able to do the appearance, try for your second choice and so on. Please keep in mind that a "no" in most cases means "not at this time, but please try again in the future!"

1. O.K., so you've thought about it and you're ready to make it happen! Next step: fill in the Request for Author Appearance form and either mail it or fax it as noted at the bottom of the form.

2. Once received, your request will be forwarded to the author/illustrator for consideration. In some cases, the author/illustrator will contact you directly to follow-up. If the author/illustrator declines your request you will be notified either by the author/illustrator, or the publisher, at which time other options can be explored.

3. If the author/illustrator accepts your request, and the request is being handled through the publisher, the publisher will send to both you and the author/illustrator a written confirmation letter. This will include contact information for both you and the author/illustrator, the date and general format of the appearance, type of audience and honorarium. In addition to the letter, you will receive book ordering information and a sampling of any available promotional materials we have for that author/illustrator.

Note: Once the appearance is arranged, you will be in direct contact with the author/illustrator to coordinate travel/hotel arrangements and any equipment necessary for his or her presentation. Please use the contact information on the confirmation letter to finalize all such arrangements with the author/illustrator soon after you receive it.

1. Please prepare the audience ahead of time with the author's/illustrator's books. To order books, click here and follow the procedures on this page. Also, try and publicize the event in advance with displays and classroom activities. PLEASE NOTE: Many authors and illustrators have asked me to mention - Every student who is going to hear them speak should have read or heard read to him or her, at least one of their books. Preferably several.

2. Please do not leave the author/illustrator alone with the audience during the presentations.

3. If the author/illustrator is required to stay overnight, please be sure to ask whether he/she prefers to stay in a hotel or a private home (most prefer some quiet time in a local hotel). Also, please be sure to keep in mind the timing of the appearance(s) vs. the author/illustrator's arrival/departure times. For instance, you would want the author/illustrator to arrive on the day prior to the appearance if the appearance is scheduled to begin in the morning.

4. If you are planning a dinner that involves the author/illustrator, check that he/she will be up for it after a long day of appearances. Also, please ask the author/illustrator about any dietary restrictions.

5. Please schedule an ample amount of extra time around the appearance so the author/illustrator can take necessary breaks, such as for lunch and a restroom stop.

6. Make sure any equipment needed for the author's/illustrator's presentation is working properly.

7. Do everything you can to make your special guest feel at home. Try and have someone meet the author/illustrator to take him or her to the event(s)-this is especially appreciated after a long flight! Please remember that although you are familiar with the author/illustrator, he/she probably doesn't know what you look like so please bring a copy of his/her book as a recognizable sign.

8. Please pay the author/illustrator on the day of the event and send reimbursement for expenses as quickly as possible. If you cannot pay him/her on the day of the appearance, please notify the author/illustrator ahead of time and work out a payment schedule with him/her.

And of course, don't forget the key elements on your part that will ensure a successful appearance: ORGANIZATION and ENTHUSIASM.

On behalf of Simon & Schuster and all of the authors and illustrators we represent, we look forward to working with you in the future.

Thanks!

Author Appearance Coordinator
Simon & Schuster Children's Marketing
1230 Avenue of the Americas
New York, NY 10020
212/698-4350 FAX
EMAIL  author.appearances@simonandschuster.com