How to organise an author visit from start to finish

An author visit needs more than a guest speaker and a room. Start by fixing the date, programme and author, then work through the venue, registrations, technical setup and book sales in that order. Most problems appear when presentation files, dietary requirements or equipment are left until the final week. This plan takes you from the first booking to the coffee, books and seating being ready when guests arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Book author
3
Reserve venue
4
Coordinate technical setup
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Update participant list
9
Send program to attendees
10
Order books for sale
11
Collect author information
12
Receive presentation files
13
Prepare name badges
2 people
14
Print participant list
15
Do the shopping
2 people
16
Set out books and materials
2 people
17
Chill drinks
18
Check the venue
2 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Set up the presentation area
2 people
22
Connect projector and laptop
2 people
23
Test sound
2 people
24
Set up book table
2 people
25
Prepare coffee and tea
2 people
26
Set up reception desk
2 people

Event

27
Receive writer
2 people
28
Register visitors
3 people
29
Hand out name badges
2 people
30
Guide visitors to the hall
2 people
31
Introduce the author
32
Host lecture
2 people
33
Moderate the Q&A
34
Serve break drinks
3 people
35
Refill drinks
2 people
36
Sell books
2 people
37
Have books signed
2 people
38
Serve snacks
3 people
39
Arrange farewell for author
2 people
40
See visitors out
2 people

Aftercare

41
Count books and cash
2 people
42
Switch off equipment
2 people
43
Clear tables and chairs
4 people
44
Wash dishes
2 people
45
Collect waste
2 people
46
Clean the room
3 people
47
Return materials
2 people
48
Return unsold books
49
Send thank-you message

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Chairsqty 80
Tablesqty 8
Reception desk
Book table
Speaker table

Equipment

Laptop
Projector
Projection screen
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Wireless microphone
Microphone stand

Tableware

Coffee cupsqty 50
Drinking glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Water jugsqty 4
Serving traysqty 4
Coolersqty 2

Stationery

Name badgesqty 80
Ballpoint pensqty 40
Notepadsqty 80
Flip chart padqty 2
Markersqty 12
Sticky notesqty 6
Bookendsqty 100

Decorations

Welcome banner
Tableclothsqty 6
Name card writer

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2
Cleaning clothsqty 6

Catering

Groceries

Tips

Set the programme before sending invitations, including the start and finish time, presentation length, questions and book-signing arrangements. Ask the author for a short biography and presentation files at least 7 days beforehand.
Close registrations with enough time to update the participant list, print name badges and collect dietary requirements. A final list 2 to 3 days before the visit is usually late enough to be accurate and early enough for catering.
Test the laptop, projector, screen, HDMI cable, extension cords, power strips and sound system together at the venue, not separately at home. Allow 30 minutes on the day for the technical setup and keep a backup copy of the presentation.
Arrange the room in zones: reception desk near the entrance, chairs facing the presentation area, and a separate book table where it will not block arrivals. Set up tables and chairs at least 60 minutes before the audience is due.
Prepare coffee, tea and water before guests arrive, and chill drinks in coolers in advance. Put cups, glasses, plates, cutlery, serving trays and serving spoons together so one missing item does not interrupt the visit.

Frequently asked questions

How far in advance should I book an author for a visit?: Aim to book the author at least 8 to 12 weeks before the event, especially if the visit has a fixed date. Confirm the programme, fee and technical needs when you book rather than leaving them for the final month.
When should I send invitations for an author visit?: Send invitations 3 to 4 weeks before the visit and set a registration deadline about 7 days before it. This gives you time to update the participant list, collect dietary requirements and prepare name badges.
How long before an author visit should I test the equipment?: Do a full venue test at least 1 day beforehand if possible, then repeat the essential checks 30 minutes before arrival. Test the laptop, projector, HDMI connection, screen, microphone and sound at the same time.
How many books should I order for an author visit?: Use the registration list to estimate demand and order confirmed copies plus a small reserve, such as 10% extra. Place the order early enough to allow at least 7 days for delivery and check the books when they arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.