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Author & Illustrator Contracts

For the protection of both schools and libraries, as well as authors and illustrators, a contract should be generated and signed by all parties before any visit.  Below are two sample contracts which may be adapted for your needs.  Note that all particulars are spelled out.

LETTERHEAD Sample Author/Illustrator Contract To:  From: XXX, Library Media Specialist, and XXX, Principal Date:  The XXX School Library invites you to speak to XXX students in Grades Kindergarten through Five on Wednesday, MM DD, YYYY and Thursday, MM DD, YYYY.  On each of the two days, you will meet with four groups of students in the library media center.  Groups will be limited to two classes of children in all but one case, Grade Three, where three classes will be combined.  Sessions with Grades Three through Five will last 50 minutes.  Sessions with Kindergarten through Grade Two will last 35 minutes.  The schedule is attached. A casual lunch will be scheduled each of the two days in the library where you will have the opportunity to relax for an hour and chat with teachers whose classes you have visited with that day.  Your lunch will be provided. On the evening of Thursday, MM DD, YYYY, the XXX Parent Teacher Organization will host a book sale and signing of your books in conjunction with our annual evening Book Fair gala, from 6:30-8:00 P.M. All air and ground travel expenses will be reimbursed as well as lodging and meals per our prior arrangements. A check in the amount of $XXXX.XX will be ready for you on the second day of your visit. Please sign both copies of this contract and return one to me. We will look forward to your visit with our students as our school community busily prepares next fall! _______________________________  ________________________________ XXX, Library Media Specialist                      XXX, Principal _______________________________  Author/Illustrator

LETTERHEAD Sample Virtual Author/Illustrator Visit Contract  To:   From:  XXX, Library Media Specialist, and XXX, Principal  Date:   This letter serves as a contract for an online chat as detailed below:            Date:             Time: .            Subject:   The fee of $XXX.XX will be paid in advance of the workshop.   The cancellation policy is as  follows:  [Suggest your cancellation comfort zone here.]   The fee includes one five-minute session prior to the chat to test the internet connection, at a time  to be agreed upon between us.  The library and author both agree to have AOL Instant Messaging  installed and in working order before the test session.  In addition, provisions will be made for book sales and signing as follows: [Outline your plans for book sales and signed bookplates  if this will be part of your event]  Two copies of this contract are enclosed.  Please sign one and return it to me; the other is for your  files.  Feel free to contact me by phone or at the above e-mail address if you have any questions. I look  forward to your chat!  _______________________________  ________________________________  XXX, Library Media Specialist                      XXX, Principal  _______________________________   Author/Illustrator