PLANNING A VISIT

HOW DO I REQUEST A VISIT?

To have one (or more!) of the artists visit your school fill out the Appearance Request Form for each artist. We will contact you within 48 hours. Please provide information about the age group(s) type of presentation, number of presentations and the type of venue (auditorium, cafeteria, classroom, etc.).

BUDGET

To have one (or more!) of the artists visit your school fill out the Appearance Request Form for each artist. We will contact you within 48 hours. Please provide information about the age group(s) type of presentation, number of presentations and the type of venue (auditorium, cafeteria, classroom, etc.).

STUDENT PREPARATION

The most effective way to ensure a successful artist visit is having students read the authors’ or illustrators’ books in advance and/or learn the singers’ songs . Read and discuss the author work with the students and consider having them complete an individual or class project based on one of the books. If a musician is visiting, practice the songs with students. Each class can create a poster or other art piece about the song.

Create a list of questions in advance for children to ask; encourage them to think about the process of writing or illustrating a book; writing a song or performing.

Students can also read about each artist. Download the artist’s biography and share articles written about the artists so that the students have information prior to the visit.

BOOK SALES & AUTOGRAPHING

All artists are available to autograph books or CDs for the children. You can buy books or CDs in advance from www.academiacultural.com Academia Cultural can provide a bulk discount for your event. Be sure to provide the information on the Appearance Request form.

PUBLICIZING THE EVENT

Ask faculty, teachers, PTA members and students to find creative ways to promote the event. Consider contacting your local media announcing the event and invite them to attend. Use social media outlets such as Facebook and Twitter. Academia Cultural can provide images and copy for publicity

BUILDING ENTHUSIASM FOR THE AUTHOR VISIT

One of the most effective ways to make an author visit a success is to build enthusiasm. Here are some ideas that you can use.

Before the Visit—Schools

  • Order the artist’s books and/or CDs.
  • Start the buzz! Talk about the event, the artist and books or CDs to administrators, teachers, students, parents, volunteers, etc. Post information on the school’s website and include the artist’s biography and list of books or CDs. You can find the information as well as links to the artist’s videos on www.academiacultural.com
  • Read and discus the books with the students or listen to the CDs and learn the songs. Encourage other staff to join you—get everyone involved!
  • Ask your librarian to select and supply books or other music that relate to the subject or themes of the artists’ books. If necessary, books can be borrowed from the public library or other schools.
  • Encourage teachers to integrate the artists’ books with the curriculum and to work in the class.
  • Display the artists’ books or CDs at the library or create a display of covers in the hallway.
  • Have students prepare questions for the artist to ask on the day of the visit.
  • Organize a contest and have the winners receive autographed books the day of the event.
  • Have students make posters, banners or bookmarks related to the themes in the books.
  • Organize a student art exhibit in response to the themes of the books.
  • Coordinate students to interview the author for the school newsletter or newspaper.
  • Have students write a review of one or more of the books.
  • Invite parents to join their children at the event.
  • Select and prepare students to introduce the author in a creative and lively way. Research about the author would be required. Some places where to find more information are the inside flap of books and the internet. Use the biography on www.academiacultural.com
  • Publicize the event through the school newsletter.
  • Send an invitation the day before the event via email. Academia Cultural can provide the image and appropriate copy.
  • Choose student escorts who will greet the artist and ensure they get to the right room and have everything they need.
  • If applicable, work with the student who will introduce the artist.

Before the Visit—Libraries

  • Order books for autographing.
  • Get the community excited! Create flyers, banners and other media to publicize the visit. Post information on the library’s website.
  • Reach out to local schools and publicize the event. Contact PTA members and local businesses. Have copies of the artist’s books or CDs available for check out in the weeks leading up to the visit.
  • Contact local media and ask them to publicize the event, inviting the community. Invite them to attend and write a story about the artist.
  • Display the artists’ books or CDs with a copy of the flyer inviting the community.
  • Organize a contest and have the winners receive autographed books the day of the event.

The Day of the Event -Schools

  • Check the A/V and make sure it is in working order.
  • Prepare the student(s) who will escort the artist.
  • Prepare the students who will introduce the artist. Ensure they have their notes!
  • Ask the students to watch and listen with all their senses and to imagine how they could write or illustrate a book, write a song or sing in front of an audience.
  • Have a table and chair for the artist to sit and autograph books and CDs. Provide small note cards or paper for fans to write their names for the artist.
  • Have water available for the artist before and after the presentation.
  • If you are serving food, ensure that the meal will be finished before the presentation begins, or after it is finished.
  • The celebration begins! Enjoy the visit.

Before the Visit—Libraries

  • Set up the area for the event.
  • Display the artist’s books and/or CDs.
  • Have a table and chair for the artist to sit and autograph books and CDs. Provide small note cards or paper for fans to write their names for the artist.
  • Have water available for the artist before and after the presentation.
  • If you are serving food, ensure that the meal will be finished before the presentation begins, or after it is finished.
  • Enjoy the event!

After the Event—Schools

  • Set opportunities and time for students to reflect, write, read, and create inspired by the event.
  • Write a class letter and send it to the author. (Students can write to info@academiacultural.com)
  • Encourage your students to write a book review of one of the artists’ books and post it on Amazon.com.
  • Organize students to read, nominate, and vote for the artists’ books for your state reading award. You can find a list of all of the state book awards here.

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