Put the request in writing and include all known details, including the sponsoring organization, location and date of event, time, anticipated size, age and make-up of the audience, as well as name and telephone number of the contact person. State the theme of the event, the exact nature of the event and the author's participation. Consider local talent and first-time authors as well. If you are a Canadian organization, consider contacting The Canadian Children's Book Centre, which has an extensive list of authors and illustrators who tour. Research the author before calling the publisher.
Many authors have multiple publishers.
If you wish the author to speak specifically on one title, make sure to contact the company who has published that particular book. Expenses include speaker's fees, transportation, hotel, and meal allowance. DO NOT leave book ordering to the last minute, especially if you are not selling through a bookstore. Putting details in writing eliminates later confusion. Make the trip as worthwhile as possible from the point of view of the author and publisher.