I was just scrolling through the internet the other day, and I happened to come across this article by this author, Alex Sheppard. She was spilling the beans on how she gets ready for her school visits. What really got me hooked was her strategy for scoring those visits. She just slides into the school's DMs on X (formerly known as Twitter).
I mean, how smart is that?
Anyway, this week, I'm gonna break down what she does to prep for those visits so they always go off without a hitch.
And let me tell you, preparation is key.
Here’s how she does it:
Step #1: Confirming Book Sales
She starts by checking if the school wants to sell her book during the visit. If they’re unsure how, she steps in, often getting her publicist involved to help set up book sales.
Step #2: Confirming Facilities
Making sure the school has the right gear, like a screen and projector, is next on her list. Alex also checks for basics like pens and paper and lets them know if she needs sound equipment. She's ready to go without slides if there are tech issues.
Step #3: Discussing Invoicing
Sorting out invoicing is crucial. Alex asks the school how they want to do it (ahead of the visit or just after) and makes sure she understands any tax or supplier forms to avoid payment problems later.
Step #4: Requesting Itinerary
Getting a detailed itinerary from the school is another must. She makes sure there's time for breaks and offers to fill any gaps with extra activities like Q&A sessions to keep things lively.
Step #5: Sorting Out Travel and Accommodation
When it comes to travel and accommodation, Alex checks who's covering the costs. She's prepared to book and invoice if needed and always has some emergency cash or a credit card handy.
Step #6: Parking and Lunch
For practical stuff like parking and lunch, Alex lets the school know her needs in advance.
Step #7: Pre-Visit Communication
She also touches base with her contact a week before to confirm everything and sends her presentations two days ahead to avoid lugging her laptop around.
Step #8: Organizing Everything
To stay organized, Alex relies on a spreadsheet to keep track of all the details for each visit. This helps her manage different school requirements and ensures she's always on top of things. A screenshot of her spreadsheet is attached below.
Alex's thorough preparation ensures that every author visit is a smooth and successful experience for both her and the schools she visits.
Here is a link to her article: https://medium.com/@alexsheppardsb/a-guide-for-authors-organising-school-visits-part-one-8833bd5dcb9f
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