"Crutcher Time" notes for VEMA Conference: March 11, 2009

I may be wrong but when it comes to trying to make plans for an author visit, our elementary librarians have a whole lot more to choose from than those of us trying to make the secondary connection with reading and fun activities. First of all we have a library community that for the most part does not list reading as one of their top seated activities. In order to snag their attention you need to consider who you will be inviting to speak to your students and how it will be viewed by your constituents, so to speak.Last year we had the golden opportunity to have Chris Crutcher visit our school. How did I choose Mr. Crutcher in the first place? Well, for several reasons:

• I wanted an author that boys would connect with.
  
• I wanted an author that was a little edgy, someone with some controversy (and who else but Crutcher!?)
  
• I wanted an author that could really connect with young adults and contemporary social issues
  
• I hoped to be able to include a variety of classes such as art, creative writing, government, and social studies
  
• Dumb luck: I had never actually heard Mr. Crutcher speak except on U-Tube but I was willing to take a chance!

Crutcher Visit: Planning!

Planning:

• Moore Educational Trust Fund: this local grant allowed this project to happen: plain and simple
  
• Kelly Milner This is the most helpful individual I have ever worked with. Kelly is Chris Crutcher’s assistant and she answered a zillion questions and helped work out the visit including every detail.
  
• This project was a year in the making and believe me, this was not too much time!
  
• The grant allowed me to purchase a classroom set of every book written by Mr. Crutcher.
  
• Arrangements were made for students to purchase books to have autographed at the pizza party. I contacted Lisa Dreyer (lisadreyer@titlepagebookfairs.com) and she mailed us 35 copies of the Crutcher books to sell to the students. We were able to keep a percentage of the book sales as a Book Fair. Cool! http://www.titlepagebookfairs.com/
  
• Newspapers were notified as well as local news and TV stations. We actually had a reporter spend the day with us from the Washington Post! He read about the visit on our web page!
  
• Pre-planning: ALL students were encouraged to read at least one Crutcher book or short story. Students were encouraged to enter the “Lunch with Crutcher” contest on the Crutcher blog.
  
• English classes made posters, researched why his books were controversial, wrote about their opinion with regard to why people wanted to remove some of his books from library books shelves, and created commercial items based on his books.
  
• The football team had their picture taken holding the Crutcher books. This was published on Crutcher’s web page.
  
• A child care class had their picture taken with the books: anything to spread the word! Kelly was great about putting some of our pics on Crutcher’s web page!
  
• Art classes painted ceiling tiles based on his books.
  
• The library web page had a link to the contest blog as well as pictures and information on the upcoming visit.

Involve other schools, community and public library!

Involving other schools:

• The middle school was contacted and invited to participate. An 8th grade class borrowed one of the book sets and read it as a class.
  
• A librarian and reading teacher from another middle school were involved with projects and attended the presentation.
  
• The public library was contacted and invited to participate.
  
• Next time: I might consider adding an evening event or trying to get more schools and/or public libraries involved.

Details, details, details...

Actual School planning issues:

• From start to finish: I had four different principals before it was all over.
  
• I made the hotel reservation months ahead of time.
  
• Regarding airport pick up, it was easier for Mr. Crutcher to rent a car as he needed to be at another location in Northern VA the next day.
  
• Food: breakfast was provided at the hotel. We had a pizza party during the visit, and then he hit the road. He was a very easy house guest!
  
• Special stuff: Easy: all he needed was a microphone for the gym.
  
• Mr. Crutcher spoke to half of the school during one morning block and the other half during an afternoon block.
  
• During the other two blocks he graciously met with classes that showed an interest in spending time with him, including the reading class from the middle school. Students were required to have read a book by the author and to have a question in mind to ask.
  
• Students who entered the “Lunch with Crutcher” contest by writing about their favorite book or what intellectual freedom meant to them were invited to the pizza party. At this time, students had a chance to have their book signed as well.
• We gave him his quilt at this time and then mailed it back to his home so he did not have to stuff it in a suitcase!
  
• Wrote an introduction for the principal to read before the assemblies.
  
• Microphone: be sure it all works!
  
• Invitations: invite anyone that helped make the day possible: Moore Educational Trust Fund members, teachers, public library staff, school board, newspapers, superintendent and school board employees, librarians from school within the county, school librarians in the surrounding area, parents, and community members.
  
• Keep a three ring binder: low tech but very necessary!
  
• Money: keep all receipts for the grant and keep track of where you are financially (the final bill was much lower than I had expected because the flight and car rental fees were split with the other schools he was visiting).
  
• Remind your staff: over and over and over: keep everyone on top of things so that they know what the schedule will be and what the goals are.
  
• Gym: be sure this is not a problem with gym classes and other events.
  
• Washington Post: The reporter wanted to interview athletes that had read some of the Crutcher books. I had to make a list and contact these students as well as set up a time when they could come to the library to talk to the reporter.
  
• Morning Show: We have a “book of the day” on our morning televised school announcements. Prior to the event all of the Crutcher books were showcased.
  
• Library display: All of the titles were showcased on a colorful library display.
  Biography etc. I shared the author’s biography and additional information with all of the staff.

Scheduling

Classes:

• Block One: Library Media Center: Communication Arts, Child Care, and a Reading Recovery class: Discussion and question/answer time with the author.
  
• Block Two: Grades nine and eleven: assembly in the gym
  
• Lunch: Pizza Party in the library with invited guests and “Lunch with Crutcher” participants: quilt presentation and book signing.
  
• Block Three: Library Media Center: Middle school reading class and librarian, and Resource/transition class: discussion and question/answer.
  
• Block Four: Assembly with grades ten and twelve.

More Details

Small details:

• I left a basket at his hotel filled with homemade chocolate chip cookies, a Strasburg High School baseball cap, juice boxes, and Virginia peanuts.
  
• During our Spring Fling Day, students at the high school created a beautiful homespun quilt to give Mr. Crutcher as a gift when he arrived at the school.
  
• Welcome signs: art classes created welcome signs. Posters were created and posted throughout the school for his visit.
  
• Pizza delivery was arranged and a trip to Walmart was made to purchase drinks, napkins, and plates. Brownies were made for the desert.
  
• Volunteers were snagged to help with the pizza. Volunteers are extremely helpful with something of this magnitude!

Rock Solid...this was a Winner!

SO…how did it go?? I can honestly say that based on the response from both students and staff, Chris Crutcher was fabulous! He connected with the students from the moment he walked to the school from his hotel with one of our football players. He was unassuming, truly appreciative of everything the kids did, and the students attached themselves to him like Velcro. I was worried that there would be some shyness or anxiety; in fact I was pretty much a nervous wreck prior to the event. However, from the moment I met him to the moment he left, I was captivated. He is the real deal, genuinely concerned about young adults, and a truly gifted story teller with a wicked sense of humor. This was a once in a lifetime experience for me, an opportunity to create an event that touched our entire school community: and beyond: the Post article ended up in the LA Times…So: do it….don’t hesitate…this one is a winner!