By: Kristin Jardien
Like most people, I love moments of serendipity! When I learned that I am lucky enough to live near Denise Vega, author of Adela’s Mariachi Band, I knew I couldn’t ignore the message the universe was sending me. That message was “bring her to your library!” So, I did. However, if you’ve never hosted an author visit as an event before it can be intimidating to initiate the process. I’ll share how I got connected to Denise and what our event looked like.
The first step is to decide if you only want an author who can visit in person, or if a virtual visit would work. CLEL Bell authors are from all over the place, so there’s a chance an author lives near enough to make the trip to your library. If virtual events work well for your community, then the list of possible authors is almost endless. There are several ways to find authors that live in your area. First, just pay attention! See who other libraries are hosting. Notice when an author’s biography mentions your city. Subscribe to mailing lists and newsletters from your state library. It’s possible that a list of local authors already exists and is just waiting for you to find it! Second, try a basic internet search. You might find keynote speakers from literacy events, lists from bookstores, or authors’ websites and biographies. Finally, reach out to your network. Ask co-workers and staff from other libraries if they know any local children’s authors. You might find yourself overwhelmed by choice. A fellow CLEL Bell committee member happened to casually mention that she had hosted Denise at an event previously and I immediately saw an opportunity for an amazing event.
The next step is to bravely reach out and say hello. Most authors and illustrators are likely to have their own websites with contact forms or information. It can be challenging to initiate a conversation from out of the blue, so starting in writing can feel more approachable. Start by introducing yourself and your role. If you have a clear vision of your plan for the event, you can share that up front. If you only know you want to have an event but don’t have the details solidified yet, ask to set up a meeting with the author to chat about possibilities. Denise has a contact form on her website, so I used that to reach out. I was thrilled to hear back from her, and we agreed to do a virtual meeting to talk through the way an event might run. Setting up a meeting is a great way to establish a relationship and create a working plan for an event. Be prepared to discuss the business side of hosting an author, including an honorarium and mileage reimbursement. It’s helpful to know ahead of time what numbers are comfortable for your budget. Have your calendar handy and a few possible event dates ready before your meeting.
Once you’ve contacted an author, the hard part is over! Most authors are probably willing to read their books aloud for your event. You can decide if you want to include crafts, snacks, activities, or book sales. I’m a sucker for alliteration so my event was called Mariachi in March. The families got to enjoy a book reading by Denise, mariachi music, and some simple crafts. Denise was willing to sign books, so I partnered with a local pop-up bookseller to offer copies of Adela’s Mariachi Band for sale. My dream was to host a mariachi band, but sadly that was out of my budget, so we made do with a fun playlist. Denise’s love of mariachi music was evident, and my community learned something about Mexican culture that wasn’t related to Cinco De Mayo.
If you’ve explored the CLEL Bell lists, then you know there are incredible children’s authors out there creating amazing literature. Authors and libraries are a perfect pairing, so it’s worth exploring who lives in your area and taking a chance on reaching out!
