blueprints

Finishing Tools for the Event Itself | 259
in a hotel, the packet should include the hotel phone, address, and reservation
number; a map of the hotel area; and a list of nearby attractions, restaurants,
bookstores, etc.
Checklist: wrangle the poet
A. All poets
1. Money
a. Know your system for getting checks cut, including how
long it takes, who needs to sign, etc.
b. Put a reminder on your calendar that leaves plenty of
time for things to go wrong.
c. Follow up in person if necessary.
d. Hand the honorarium check to the poet before or at the
event.
2. Schedule
a. Write down everything the poet agreed to do, including
formal and informal presentations, consultations, and
social events.
b. Begin with those things that are firm in the schedule—
readings, workshops, receptions, etc. Block those in.
c. Create a separate list for more flexible activities: downtime,
individual manuscript consultations, lunch with the
head of your organization, what have you. If you can,
consult with the poet about preferred time frames for
these activities.
d. Leave as much play in the schedule as you can.
e. For each entry, include the date and time of the event, a
short description, names of crucial people (introducer,
etc.), name and cell phone number of the poet’s escort or
ride, and any other crucial information.
f. At the top of the schedule, include your own phone
numbers and the numbers for the person in charge of
hosting this poet’s visit.
g. Run a draft of the schedule by the poet before setting it
in stone.
3. Packets
a. Provide a cover sheet with contact information, hotel reservation
number, etc.