A contract should be generated and signed by all parties prior to an author visit. 
Please adapt this sample contract to suit your needs.

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