• PAYMENT:  Please have payment prepared in advance of the author visit.  All payments to the author are DUE ON THE DAY OF and at the conclusion of each participating organization's event(s).  Payment includes all appearance/presentation fees and reimbursements for all incurred expenses.

• COPYRIGHT NOTICE:  THE ENTIRE CONTENTS OF THE AUTHOR PRESENTATIONS ARE COPYRIGHTED.  NO PORTION OF THE PRESENTATIONS MAY BE RECORDED EITHER VISUALLY OR AURALLY, COPIED, REPRODUCED OR RETRANSMITTED BY ANY MEANS  WITHOUT THE PRIOR EXPRESS WRITTEN PERMISSION OF THE AUTHOR.

• Contact the author, at least 6 weeks prior to her visit, to coordinate and schedule travel and hotel arrangements as required.  Remember to include travel, lodging, and meal arrangements in your planning.  All expenses are the contractual responsibility of the hosting organization.
  (Note: In the event of incurred expenses which require a "reimbursement" payment to the author, these expenses should NOT be included and reported as "income" on year-end IRS-1099 tax forms issued to the author.  Expenses reimbursement is not "income", it is merely a reimbursement for expenses incurred by the author which are the host's responsibility.  Please clarify this with your organization's Business office.)

• If an overnight stay is required please reserve accommodations at a well-maintained, safe hotel which includes appropriate dining facilities. Pre-arrange with the hotel management for payment of all hotel charges, including meals and incidentals as required.

• Notify the author if there are specific topics you would like her to discuss during her presentation.

• Remember to include appropriate time in your scheduling for a book signing if requested. You can estimate an average of 30-seconds per book for signing and a brief conversation with each child having a book signed. For example, 100 books for signing will require additional time of approximately 1-hour during the day. (Note, the author will autograph only her books.)

• If there are a large number of books for signing on the day of the event, contact the author prior to the visit to coordinate an alternative plan that ensures each student with books receives an autograph.

• Send a "press release" to your local bookstores, libraries, newspapers, radio and TV stations announcing the upcoming visit. Local press coverage is also good "PR" for your school or organization!

• Provide opportunities for readers to purchase and read the author’s books before the visit. Books may be purchased at a discount through the publisher, special arrangement with your local bookstores, or other outlets of your choice, eg, Amazon.com, etc.  (Sorry, the author can not provide books for sale.)  -- Note::  Scholastic books may be ordered at an event-discount rate at: http://www.scholastic.com/authorvisit (click on the link "Ordering Books For An Author Visit"), or by contacting Scholastic Customer Service directly by phone at 1-800-SCHOLASTIC.

• Distribute to teachers and media staff the provided Activities Packet, which will be sent to your organization’s contact person a few weeks prior to the author’s visit. The Activities Packet contains classroom activities, autographed bookmarks which may be photocopied and distributed to the children, and other useful information.

• Use sets of the author’s several book SERIES ("Bailey School Kids", "Ghostville Elementary", "Barkley's School For Dogs", etc) as an integral part of the student reading curriculum. Interest children in reading by displaying the author’s books in the library and read aloud from the author’s books to your class.  Engage your students in activities related to the author’s books. (Use the provided Activities Packet, or for additional student and class activities which you may print and use see the Activities page on our Web site at  www.MarciaTJones.com/activities.htm.)

• 4IMPORTANT items to provide FOR AUTHOR PRESENTATIONS/SESSIONS:

  • PA SYSTEM WITH MICROPHONE - "hand-free" clip-on or neck-cord type, tested and ready for use, with fresh batteries in the microphone.  So the author can be heard clearly by all.

  • Projected "visuals" are an integral and essential part of Marcia's presentations.  She can use either a provided PC/Powerpoint presentation (preferred) or overhead transparencies projector, as described below:
    COMPUTER/DIGITAL PROJECTOR (preferred) - with a USB v.2.0 port to read a portable flash drive AND Microsoft Powerpoint software (compatible with Powerpoint v.2003 presentation files).  Tested and ready for use.
          - OR -
    OVERHEAD TRANSPARENCIES PROJECTOR -- Tested and ready for use.  (Note: having a spare projector bulb on hand is very helpful in case the main one burns out during the presentation.)  For overhead transparencies, which Marcia may use in her presentation if a presentation-PC is not available, above.

  • SMALL WORK TABLE next to the PC/overhead projector -- A work-space for the author’s presentation materials.

  • BOTTLED WATER -- for sipping during speeches/presentations.

  • SECURE AREA - to hold the author’s personal items (purse, luggage, etc.)
    

• 4TRANSPORTATION:

•     If the author is traveling by AIR FLIGHT:

• Provide a representative to meet the author at the airport Baggage Claim for her specific flight.  For easy identification, the representative should hold up a sign with the author’s last name clearly printed on it in large, easy to read lettering, for example --->   J O N E S 

• Provide transportation from the airport to the event (and hotel, if required). 
  Remember to provide return transportation back to the airport for departure.

•     If the author is traveling by CAR:

  • Provide detailed and accurate driving directions with specific street addresses of the event(s) and hotel. Include precise mileage (to the 1/10 mi) between route changes, prominent landmarks and turns, via the most direct route using major roads (interstates, state routes.)  Please avoid small roads (county routes, residential streets, etc) and "shortcuts" where possible.

  • Reserve a "guest" parking space and parking permit (if required) for the author’s vehicle.

  • If an overnight stay is required, provide transportation from the author’s hotel to/from the event.

• Designate a representative to greet the author and escort her throughout the day's events.

• Prominently display welcome banners and activities related to the author’s books.

• Provide appetizing and nutritious meals, in a quiet area apart from the day's busy activities.
  (Please remember, all meals are the contractual responsibility of the hosting organization during the author's visit and during travel to/from your event - including breakfast, lunch, dinner at the hotel or nearby restaurants if an overnight stay is required.)

• Plan for a few minutes of break time between sessions and events so the author may "catch her breath and recharge" for upcoming sessions.

• Prepare young readers for "attentive listening" by clearing their desks, tables, and personal space of work, toys, and other distractions.  Students recognize the importance of the author’s presentation when teachers and parent-helpers are present with the students to maintain discipline and attentiveness.

• Thank you for inviting us!!  If you enjoyed the author’s visit and presentations please tell your friends and associates who may also be interested in hosting an Author Visit for their school, library or organization!

REMINDERS:

• PAYMENT:  Please have payment prepared in advance of the author visit.  All payments to the author are DUE ON THE DAY OF and at the conclusion of each participating organization's event(s).  Payment includes all appearance/presentation fees and reimbursements for all incurred expenses.

• COPYRIGHT NOTICE:  THE ENTIRE CONTENTS OF THE AUTHOR PRESENTATIONS ARE COPYRIGHTED.  NO PORTION OF THE PRESENTATIONS MAY BE RECORDED EITHER VUSUALLY OR AURALLY, COPIED, REPRODUCED OR RETRANSMITTED BY ANY MEANS  WITHOUT THE PRIOR EXPRESS WRITTEN PERMISSION OF THE AUTHOR.