IRW’s School Programs team travels over 8,000 miles a year within the state of Maine—that’s like driving from New York to Los Angeles, realizing you forgot your phone charger, driving home, only to make the journey again…with a detour through Canada, because of course you missed an exit. But that’s not all! They have authors and illustrators in tow with books, art supplies…how do they manage it all?!

Kelsey Buckley, IRW Director of Communications: We love showing off photos of students with their writing and artwork, and the great moments of connection they have with authors and illustrators. But I know that there’s so much that happens behind the scenes of a school visit in order to make it happen. So, can you tell me a little bit about what it’s like preparing to head out on the road? I assume it starts with packing?

Alison Johnson, IRW Director of School Programs: I’ve used the term “Jenga” to describe our packing process before, but really it’s more like a Rubick’s Cube—lots of twists and turns and logistics in order to line everything up. When we depart at the beginning of the semester for school visits, first we need books. Usually we’re bringing student copies of the feature book, art supplies, the packet for the author/illustrator which has itineraries, agendas, supply lists, feedback forms, plus special pens for signing books [P.S. We like the Sharpie Ultra Fine Tip markers! IRW staff nearly always carries them in their bags.] and an author goodie bag that we make for them.

Lisa Herrington, IRW School Programs Assistant: Plus sometimes we have art kits to give away, or extra books to bring. We also try to bring copies of books for the next semester for teachers to preview.

Alison: We also have to pack our own clothes for however many days we’ll be in the field—I also pack my yoga mat—and make sure we have food packed. I always plan out menus. I work with Ann [IRW’s generous Washington County hostess] and Lisa on that. We determine—who’s going to stop and get which groceries? Does the visiting author/illustrator have any allergies or dietary restrictions? Do they have other considerations: Do they drink coffee? Do they drink tea? Do they need cream? Are they vegetarian? We have to think of all of that because there aren’t a lot of available restaurants when we travel in Washington County. And yes, maybe there’s more restaurants down in the Mid-Coast, but a lot of the time they’re closed during the season when we’re there. So meals are always a challenge. Sometimes when we pack the car, it’s full of coolers and cooler bags!

Lisa: Plus, sometimes the authors/illustrators have to get picked up at an airport and sometimes their planes are late. Or, they drive themselves, so you have to make sure they have good directions. Our itineraries have to be ready.

Kelsey: There’s obviously a lot of consideration that goes into visits. How is it different when you visit island schools vs. visiting Washington County schools?

Alison: Well, of course, number one is always ferries and the weather. That’s a constant threat and fairly often an issue. Plus, we stay in more hotels or B&Bs, which is different from being hosted. 

Lisa: It’s more nerve wracking! When Ann hosts us, we know that if we forget something, she probably has a spare on hand. We often sort and refresh our supplies in our hotel rooms in the evening.

Kelsey: My first experience with helping pack for an IRW visit was Steve Costanza’s first trip out with his picture book, King of Ragtime. He not only had his piano with him, but also all the materials to make these huge paper murals, including collage supplies, wax pastels, and huge rolls of paper. Watching him move the piano between schools, I was like, “wow, this is intense organization!” Is there anything else you want to share about your personal packing and planning process, and how you stay organized?

Alison: I have lists. Some include a personal packing list, the visit checklist, and then the food list. I might make a big batch of cookies here at home and stick them in the freezer so I can just grab a bag to have on the road.

Lisa: They get smushed on the road. 

Alison: [Laughing] They do! We have cookie crumbles!

Kelsey: But then you have the flip situation where you’ll be the one hosting authors and illustrators in your home, which some people may not know. What can you tell us about how IRW makes hosting a special experience for our visiting authors/illustrators? What else goes on behind the scenes and on the road with IRW?

Lisa: Well, they always have a choice of how they’d like to spend their time outside of visits. We can go explore or they can just go back to their room and rest. But if they want to explore, we cater to their interests! Brian Floca on a recent visit mentioned he was interested in old architecture, and so we toured Eastport with him. Meanwhile, we know Kim Ridley likes to take a walk and birdwatch.

And whenever we’re far Downeast, we try to get folks to the lighthouse at Quoddy Head State Park in Lubec—the Easternmost point of the US!

 

Left to right: Author Padma Venkatramen, Author Leslie Connor, Author Anna Crowley Redding, and Author/Illustrator Jamie Hogan (polka dot coat), Author Casey Robinson. Not all our Quoddy photos, but a good sampling!

Their ultimate hosting advice? Listen, pay attention, make sure you’re ready to tour folks around but not overwhelm them when on the road. Give space when needed! Be kind, gracious and make sure there’s always good conversation at the dinner table.