Writer visit checklist: what to arrange and when

A writer visit depends on a few details that are easy to leave until the last week: the author’s presentation file, technical testing, dietary information and enough books for the sales table. This checklist covers the planning sequence from setting the date and booking the author to welcoming attendees. It also includes the practical room setup, name badges, coffee and tea, and the checks to complete before the first guest arrives. Use it to keep registrations, equipment and refreshments on schedule.

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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

Set the date and program
2 people
Book author
Reserve venue
Coordinate technical setup
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Update participant list
Send program to attendees
Order books for sale
Collect author information
Receive presentation files
Prepare name badges
2 people
Print participant list
Do the shopping
2 people
Set out books and materials
2 people
Chill drinks
Check the venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the presentation area
2 people
Connect projector and laptop
2 people
Test sound
2 people
Set up book table
2 people
Prepare coffee and tea
2 people
Set up reception desk
2 people

Event

Receive writer
2 people
Register visitors
3 people
Hand out name badges
2 people
Guide visitors to the hall
2 people
Introduce the author
Host lecture
2 people
Moderate the Q&A
Serve break drinks
3 people
Refill drinks
2 people
Sell books
2 people
Have books signed
2 people
Serve snacks
3 people
Arrange farewell for author
2 people
See visitors out
2 people

Aftercare

Count books and cash
2 people
Switch off equipment
2 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Return materials
2 people
Return unsold books
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

Confirm the program and presentation format before you send invitations. Ask for the author’s information and presentation files early enough to test them on the actual laptop, projector and screen.
Close registration with enough time to update the participant list, print name badges and collect dietary requirements. A final review 3–5 days before the visit gives you time to follow up with missing details.
Order books as soon as expected attendance is clear, rather than waiting until the week of the visit. Keep the book table separate from the reception desk so arrivals and sales do not block each other.
Test the projector, HDMI cable, sound, microphone and power strips before guests arrive. Leave at least 30 minutes for troubleshooting, especially if the presentation uses a different laptop or file format.
Prepare coffee, tea, water and chilled drinks after the room is set up, and place cups, glasses, plates and serving utensils together. Check the quantities again when you know the final participant count.

Frequently asked questions

How far in advance should I book an author for a writer visit?: Start contacting the author at least 6–8 weeks before the preferred date. This leaves time to agree on the program, collect author information and receive the presentation files.
When should I send invitations for a writer visit?: Send invitations about 3–4 weeks before the visit, with the program and registration deadline included. Close registrations 3–5 days before the event so you can print the participant list and prepare name badges.
How early should I test the projector and microphone?: Complete a full technical test at least 30 minutes before attendees arrive, using the presentation file. Check the laptop, projector, screen, HDMI cable, sound, microphone and available power connections.
How many books should I order for a writer visit?: Base the order on registered attendees and the expected interest in book sales, then allow a small buffer rather than ordering at the last minute. Confirm the final participant count 3–5 days beforehand and adjust the order if possible.

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