How To Deal with a Visiting Writer

This guide on dealing with a visiting writer was prepared for the Book Council by Kate Camp.

Talking to the Writer

Good communication with the writer in advance will help make the visit a success. Writers need a clear indication of exactly what is expected of them. Discuss with them, among other things:

• The type of audience (teens, primary age...)
• The length of the event
• What they are to do (read, talk, answer questions, run a workshop...)
• The venue and set up of microphone etc
• Will they appear alone or with other writers
• Will they sign books / autographs
• Do they need a whiteboard or other aids

As well as details of the event itself, writers also need clear information about all arrangements for payment, transport, accommodation, meals etc.

When the Book Council organises a visit, we take care of most of these arrangements. Talk to us about which details we have covered, and which you need to organise with the writer yourself.

Writing to the Writer

If you are running an event yourself, remember that ALL DETAILS of payment, transport, accommodation, contact people etc should be given to the writer IN WRITING well in advance of the event.

Send them a letter and itinerary covering:

• Payment and tax arrangements
• Transport including transfers
• Accommodation
• Contact people and phone numbers
• Event times and details
• Meals
• Free time

Transport

When you are organising transport, make sure the writer has all the details they need.

• Air Travel: If you have used a travel agent to book their travel, give them photocopies of the itinerary. These days, airplane tickets are rarely issued for domestic flights, so make sure your writer has the Electronic Ticket number and knows their check-in time.
• Rental Car Travel: The rental car company will need a copy of the writer's drivers license. Make sure the writer knows the terms of the car's insurance (eg: only named driver can drive the car).
• Own Car Travel: Where a writer is driving their own car, they need to be paid mileage. If the writer is driving, send them a photocopied map of the area with the motel and event venue clearly marked.
• Transfers: If the writer is traveling by plane, bus or train they will need to be picked up from the airport or station. Make sure they have a number to call if their pick up person isn't there!

Accommodation

Writers need separate accommodation in a motel or equivalent. Do not ask or expect them to be billeted, or stay with friends or family in the area.

Make sure the contact details of the motel are on their itinerary: many writers will want to leave these details at home with their family.

If the Book Council is bringing a writer to your area, we will often ask you to recommend a motel. You are in a better position to choose somewhere that is quiet, pleasant and reasonably priced.

Contact People

Make sure the writer has the phone number of a contact person. This needs to be someone who can actually be contacted when the writer needs them. A lonely writer waiting at an airport does not want to talk to an answerphone! A mobile phone number is ideal.

Meals and Free Time

Like movie stars, there are times when writers want to be alone.

While it is great enjoy local hospitality, it is essential for writers to have time to themselves. Make sure you don't fill up the writer's time with too many social activities.

Most writers will want some time to themselves immediately before an event (to psych themselves up) and immediately after it (to wind down).

And don't forget about feeding your writer! Most motels don't provide breakfast cereal and many aren't close to shops for lunches or snacks.

Discuss any dietary requirements with your writer before they arrive and make sure there's time in the schedule for them to sit down and eat.

General Reminders

Even the most experienced and gregarious writers find appearing at events extremely tiring. At the same time, most writers are eager to please, and may be their own worst enemy.

Your job is to look after and protect the writer: from difficult members of the public, and from themselves.

Good preparation and good communication with the writer will ensure a successful event for everyone.