How to Organize Primary School Author Visits in 4 steps

Primary school author visits are magical for children. They are an easy-to-plan, cost-effective way to inspire reading for pleasure, and they create a real reading buzz in school for days to come.

If you are a teacher looking to book an exciting, hassle-free day for your pupils, here is your ultimate primary school author visit checklist.

• Phase 1: Primary School Author Visits – Planning and Booking
• Phase 2: Primary School Author Visits – Pre-Visit Preparation
• Phase 3: Primary School Author Visits – On the Day of the Visit
• Phase 4: Primary School Author Visits – After the Visit

Phase 1: Primary School Author Visits – Planning and Booking

1. Find a Local Author

Booking locally saves your budget from heavy travel and accommodation expenses.

• Where to look: Check your local independent bookshop. (You can find a handy list of UK indie bookshops here).
• Location tip: I live in Chorley and love visiting schools across the North West, frequently travelling to Bolton, Preston, Blackburn, and Wigan.

2. Audit Their School Visits Page

Ensure the author’s books and style match your target age group.

“Thank you for visiting – it really was one of our most interactive and favourite visits yet.“

Mrs Bowker – head teacher, Lytham Hall Park Primary School

• Check the target age: For example, my books and interactive, high-energy visits are tailor-made for KS2.
• Read testimonials: Look for proven social proof before you book.
• Reach out early: Use their website contact form. State your location, target dates, and objectives. Remember, authors visit schools all year round, not just on World Book Day!

3. Collaborate on the Details

Once the author replies, iron out the logistics via email.

• Response times: Fast communication is key (I aim to reply within 48 hours).
• Confirm the budget: Know the exact costs upfront. My sessions cost £120 for an hour and can accommodate the entire of KS2 at once.
• Format: Clarify if they prefer whole-key-stage assemblies or individual classroom workshops to fit your budget.
• Check the school calendar: Choose a date your target classes aren’t out of school for swimming lessons or school trips.

Phase 2: Primary School Author Visits – Pre-Visit Preparation

1. Streamline Book Sales

Most authors want to sell books, and children love getting signed copies. To eliminate cash-handling stress for school staff, ask if the author works with a local bookstore.

• The easy way: I collaborate with my local bookshop. They provide a direct order-and-pay link for parents. I then bring the pre-ordered books with me on the day to sign.

2. Tech and Logistics

• Request slides early: Ask for PowerPoint presentations a few days in advance to load onto your school network.
• Prep the children: Have classes brainstorm great questions for the Q&A session.
• Parking: Give the author clear parking instructions or reserve them a spot.

Phase 3: Primary School Author Visits – On the Day of the Visit

• The Arrival: Have a staff member ready to greet the author, guide them to the hall, and help test the PowerPoint and clicker.
• Space Setup: Most authors need minimal space. I just require a small table (or a gym vault!) to display books.
• Gather Materials: If the session involves activities, remind teachers to bring supplies. For my illustration activities, pupils need something to draw on and with.
• Protect the Time: Aim to have children seated by the start time. Eliminating “settling down” delays ensures you get a full hour of exciting content.
• Teacher Engagement: Encourage class teachers to actively join in rather than mark work. Seeing teachers engaged sends a powerful message to pupils that books matter.
• Capture the Magic: Take photos for school social media and the author’s website. Backs of heads work perfectly for safeguarding, but a few faces holding up the author’s book are fantastic if permissions allow.

Phase 4: Primary School Author Visits – After the Visit

• Follow up: Send the event photos to the author and post about the day on your school social media channels, tagging the author.
• Keep the buzz alive: Place the author’s books in class book corners immediately. You might need to set up a waiting list!
• Utilise resources: Follow up on any free resource links or activity sheets the author sends over.
• Support the author: If the pupils loved it, write a quick testimonial and recommend them to your local school cluster. School visits are a primary income source for creators, and word-of-mouth is invaluable.
• Final step: Promptly pay the invoice!

Plan Your Next Visit with Ease
Get a printable, one-page version of this checklist to share with your literacy lead or school office.