What I’ve Seen: How Authors Get Booked in Schools (and Why Some Don’t)
What Schools, PTAs, and Librarians Actually Look for When Booking Authors
Hi there,
I’ve had the rare opportunity to sit on both sides of the table—helping schools book authors and seeing firsthand how those decisions are made behind closed doors.
And here’s the reality:
A great book isn’t enough. Schools don’t just want a visit—they want an experience.
Many authors assume the librarian is the key decision-maker, but in most cases, librarians vet authors only after someone else—PTA, teachers, or admin—suggests them. If you want to be booked, getting recommended before the librarian ever sees your name puts you in a much stronger position.
I recently helped book both an author and a storyteller for my school’s events. One was part of a STEM night—a surprising but perfect fit. Now? They’re both being rebooked.
Here’s why.
What Made These Guests Stand Out (And How You Can Do the Same)
They captured the audience across multiple age groups
Schools serve kids from pre-K to 5th grade (or older). The best presenters flex their engagement style to hold every grade’s attention.They brought the visit to life
The storyteller used instruments, movement, and audience participation. The author had visuals and discussion points tailored to different grade levels.They didn’t leave the school guessing
Before booking, both had video proof of how they engage audiences. Schools need to see what an author visit will actually look like before they commit.They understood the school’s culture and needs
They considered the student population, school values, and literacy goals. Schools prefer authors who fit into larger district initiatives.They made the process easy
They clearly communicated:
Their setup requirements
How they handle large groups
What to expect on the day of the visit
They fit into multiple areas of the curriculum
Schools love authors whose books span different grade levels and subjects. If you only have one book, think about how you can expand your engagement approach.They had state & local endorsements
Schools trust awards, partnerships with educational organizations, and peer recommendations. If another school has hosted you, lead with that.
Bottom line: If you want to be booked (and rebooked), position yourself as more than an author—position yourself as an experience.
Common Mistakes That Keep Authors From Getting Booked
Even great authors miss opportunities because they don’t know how schools operate. Here’s what holds many back:
Not showing engagement across multiple age groups
Schools need to know your visit will work for all students, not just one age group. If your book targets a narrow range, consider an alternative engagement plan for the rest.Making the school do the work
Schools are busy. If they have to figure out how to fit your visit into their schedule, they’ll pass. Instead, offer a ready-made plan that makes saying “yes” easy.Leading with awards instead of engagement
Schools care more about how you hold a room than how many accolades you have. Testimonials, photos, and videos of engaged kids matter more than credentials.Not having a print-friendly flyer
Most schools print in black and white. Make sure your flyer is clear, professional, and works across print, email, and social media.Not positioning your visit as a solution
Schools book authors when they see a direct benefit to students. If your book aligns with a key school initiative (STEM, SEL, literacy, history, etc.), highlight that early.Assuming the librarian makes the first and final call
Librarians are flooded with pitches. Many authors don’t realize they usually vet options after someone else—PTA, teachers, or admin—suggests them. Get recommended before your name reaches the librarian, and you’ll have a much better chance of being booked.
How to Position Yourself for School Visits (Checklist)
Want to increase your chances of getting booked? Make sure your author page & pitch include:
✅ Photos and video of you engaging different age groups
✅ A list of other schools you’ve worked with (bonus if you include librarian testimonials)
✅ A flyer that works for print, email, and social media
✅ A clear outline of what your visit looks like and how it benefits students
What Librarians Say Behind Closed Doors 💕
Librarians deeply care about the books they bring into schools—but they are busy and constantly pitched. If you want a real shot at getting booked, make your value clear from the start.
The book isn’t enough—the author has to engage
A great book doesn’t guarantee a great visit. Schools want dynamic presenters.Librarians trust other librarians
If another librarian has hosted you and recommends you, you’re more likely to get booked.Self-published authors have to lead with proof
Self-published books don’t have the built-in trust of traditional publishers. Lead with past schools you’ve worked with, testimonials, and engagement proof.Make it easy
Schools don’t have time for long pitches. Your outreach should be simple, direct, and answer key questions immediately.
What This Looks Like in Action
At our recent STEM event, we booked a storyteller instead of an author. Why? Because she had proof.
She had videos and photos showing her engagement style across multiple age groups.
She was endorsed by a major museum and state-level organizations.
She made it clear how her storytelling fit into our STEM theme—before we even asked.
The principal and librarian loved that she could adapt to the event’s needs. Parents loved the instruments, the audience participation, and how she made their kids feel like part of the story.
This is exactly what schools look for.
If you want to be booked for school visits, make sure your website and outreach highlight:
Your ability to engage diverse age groups
The endorsements and past schools that trust your work
Video or photo proof of audience engagement
A seamless booking process (clear pricing, flexible engagement options)
Want More Opportunities? Partnerships Are the Key.
Getting booked is one thing. Building ongoing relationships with schools is another.
Next week, I’m breaking down how authors can move beyond single visits and build real partnerships—whether through the PTA or directly with the district.
If you want to go from one-time invite to long-term school collaborator, make sure you’re subscribed.
📩 Have you booked a school visit before? What worked (or didn’t)? Hit reply—I’d love to hear your experience!
All my best,
Quinn 📚💕
P.S. Make Sure Schools See You As an Easy “Yes”
The best school visits aren’t just about the book—they’re about how well an author can create an experience.
Make your visit so engaging that the school wants you back before you’ve even left the building.
Share this with an author, librarian, or educator who would find it helpful!