I get excited anytime someone asks how to book an author—there's something a bit like detective work mixed with hospitality planning, and I love both. First, start by finding the most official line of contact: the author's website or a publisher's author page. Those usually have a 'contact' or 'booking' link. If that fails, check the publisher's publicity or events department; publicists handle scheduling for talks, panels, and signings and can either book the author or point you to their agent.
When I organize events, I also look for the author’s literary agent (often listed on the author's site or on industry sites like PublishersMarketplace), because agents negotiate fees, dates, and contracts. Social platforms are a secondary but sometimes useful route—Twitter/X or Instagram DMs can work for quick questions, but never rely on them as your formal booking channel. In your first message I always keep it short and professional: who I am, what the event is (date, audience, expected attendance), honorarium or stipend range, tech/setup details, and a couple of backup dates. Example subject lines I use are: 'Booking request: [Author Name] for [Venue/Event] on [Date]' or 'Invitation to speak at [Organization].'
Don’t forget logistics: be clear about travel reimbursement, AV needs, whether it's in-person or virtual, and any merchandising or book-sale plans. Offer to send a formal contract and provide media links for promotion. If the author can't make it, ask about a recorded message, a Q&A via Zoom, or a recommended speaker—sometimes that opens doors to other authors. I usually follow up once after a week and then let it rest until a month later; persistence is polite but relentless emailing isn't. Good luck—reaching the right person is half the fun, and seeing the author on stage is the payoff.