22

Count Down Days to a Conference

At the New York conference, I had a chance to reconnect with old friends and make some new ones as well. When I'm around smart, talented, interesting, funny writers, I realize how much I've missed working with other humans all day. I'm like a sponge absorbing all that wonderful — and necessary — contact and connection.

~ KELLY JAMES-ENGER, MOTHER OF ONE

Writers conferences are excellent opportunities to connect and hang out with fellow writers. Conferences offer workshops, talks by published authors, question-and-answer sessions, face-to-face meetings between authors and agents/editors, schmoozing sessions, and more. A conference offers writers who don't get to New York, L.A., or other cities heavily populated by editors a chance to offer their expertise to editors in the form of a book pitch (which we will talk about in more detail in chapter twenty-three). There really is a conference for everybody. Some conferences last for one day; others last for ten. They can be general (for all kinds of writers) or very specific (for romance, western, or mystery writers). Some have attendees in the high hundreds; some have less than a hundred. Usually, the meetings are annual events but some organizations have several gatherings a year.

Even if you don't wish to pitch a book, the educational immersion available at a writers conference is worth the cost. They can be pricey, even running in the hundreds of dollars. But don't let your fondness for small price tags deter you from attending a writers conference this year. Get one on your calendar and commit to showing up prepared and ready to network. A writing conference is well worth the investment, and if you plan ahead, you just might meet the key person who can help you land a book deal or teach you how to submit successfully to your ideal publication.

Visit Shaw Guides (http://writing.shawguides.com) to find a conference near you. You can search by month, by genre, by state, and by country. And don't be afraid to e-mail the conference contact person directly to ask questions, seek referrals, or inquire about volunteering. The sooner you get a conference on your calendar, the sooner you can take advantage of discounts and get the most out of every opportunity available to you.

Meet and Greet

The most important people you can meet at a conference are those you wouldn't otherwise meet — and when you work from home most of the time, that's just about everybody. Here's a quick rundown of who's there:

Agents: These are key players in publishing who keep close tabs on industry trends, developments, and opportunities for writers. They represent writers and their work to editors at publishing houses. While they cannot guarantee publication of a book proposal or manuscript, they can make the difference in garnering serious consideration. Agents are your best bet if you want to approach a large house with a book idea that has a large potential audience. At a conference, you should interact with them as much for what they can do for your prospective book, as what you can learn from their considerable expertise.

Editors: Acquisitions editors are the key decision-makers about which books will — and will not — get published by their particular publishing houses. Sign up for pitch sessions with these professionals first (if you have a concept that fits with their line), because you can always get an agent after you have a book deal offer in your pocket. Going straight to an acquisitions editor cuts down on lag time because there is no middle-person (agent) — and who can represent you and your idea better than you? If your concept is a specialized or smaller niche, go straight to the acquisitions editors at conferences.

Speakers/Featured Authors: The keynote speakers for a conference are usually authors who have achieved either best-selling status or have been consistently successful in the industry over time (not an easy feat). Keynoters are often just as accessible as other attendees at a conference and it can be wonderful to meet and interact with them.

illustration Meet Your Host: Your Writer's Association

Writing conferences are often hosted by writing organizations. Membership in professional writing associations is the single best method of advancing your career, if you take advantage of all of the opportunities offered. Some of the many benefits of membership in professional writing organizations include:

All this is typical in exchange for a small membership fee! Here are three kinds of associations to join when you are getting started that I recommend.

Your Statewide or Regional Writer's Organization (e.g., Willamette Writers). Willamette Writers is an organization for published and aspiring writers of the Pacific Northwest. Willamette Writers hosts an annual conference, monthly membership meetings, Young Willamette Writers, the Willamette Writers Conference, the Kay Snow Writing Contest, the Herzog scholarship, Books for Kids, a weekly e-newsletter of Oregon writing events, and a monthly newsletter. For all of this, the cost is only thirty-six dollars per year.

I've been a member of WW for almost two years and this alliance has been instrumental to the growth of my writing career. I pitched the concept for a book at the 2005 Willamette Writers conference — and you are holding it in your hands. Now that's a helpful organization. Join one in your area today!

A Women Writers Organization (e.g., The International Women's Writing Guild — IWWG). The International Women's Writing Guild, founded in 1976, is a network for the personal and professional empowerment of women through writing. Their mission is to en-gender and support “the joyful camaraderie that come from shared interests of a woman's writing community while at the same time establishing a remarkable record of achievement in the publishing world.” Over one hundred books are published by Guild members each year. The Guild hosts eight national conferences per year, including one week-long conference. No portfolio is necessary to join. Annual membership is forty-five dollars per year. Visit www.naww.org for more information or to join.

A National Writers Association, (e.g.,American Society of Journalists and Authors — ASJA). Founded in 1948, the American Society of Journalists and Authors is the nation's leading organization of independent nonfiction writers. ASJA offers membership only to freelance writers who have been published over a substantial period of time by recognized magazine or book publishers. Therefore membership in the ASJA “serves as proof to editors, agents, and fellow writers that you are a seasoned professional nonfiction writer.”

If membership in ASJA is exclusive, why would I mention it here? Because setting your sights on membership in ASJA is an excellent goal for serious nonfiction writers who would like to join the ranks of approximately eleven hundred current members. According to Barbara DeMarco-Barrett, “The group was instrumental in [helping me] take myself more seriously. For one, I needed to collect more national clips before I could join. I had to work for membership, and when I was accepted into the fold, I felt that I had achieved something wonderful.” Visit www.asja.org for more information.

Workshop Facilitators/Presenters: The people who speak and conduct workshops at a conference are generally also attending the conference along with everyone else, making them even more accessible than agents, editors, and speakers. Interacting with presenters is a great idea if you want to learn from their successes or ask for input on your particular idea.

I often say that these are the best people to talk to because their recent publishing successes can provide a writer who wants to pitch an idea with key tips and insights for getting a foot in the door at a publisher. If your idea is good, you might also receive a personal recommendation, which can help too.

Association Committee Members: These important folks work together to make writing conferences happen. Chances are good that they have put all they have into the production and promotion of the conference to make the experience wonderful for people like you. Also, these folks talk like no other group in the industry, so you always want to be courteous and friendly.

Association Volunteers: Volunteer opportunities range from planning/committee positions to folks who just show up for a half day at the registration desk. Other common duties include room monitor, silent auction coordinator, pitching registrar, and even conference chair. You can be a volunteer for some of the lower responsibility positions if you find the cost of admission to a conference to be above your budget. For the most part, volunteers are there for the same reasons as attendees, and are eager both to help and get as much out of the conference as they can. Be extra nice to volunteers too — most programming glitches, appointment pileups, and computer catastrophes are not the fault of a volunteer, though they will most likely be the person standing within grousing range.

Fellow Writers: There are gobs of these friendly folks all around at a conference. So even if you are shy by nature, try your best to stick out your hand and introduce yourself to as many of your fellow writers as you can. Keep an eye out for writer mamas. You will find them in lines for food, at keynote dinners, and workshops, at the registration desks, and in the restrooms. Talk to each other. And try to keep your conversations constructive and encouraging. Many writers are revving high on nervous energy at a conference, and some are just plain scared speechless. A friendly conversation can take everyone's mind off their conference jitters and make the whole event that much more pleasant for all.

Questions About Conferences Answered

Why Should I Attend?

If you're a mom who is serious about writing, get yourself to a conference as soon as your budget and schedule allow. Though you'll miss your little ones, you'll be surprised how much you enjoy yourself; your trip will feel more like a “mommy vacation” than work. If your kids are too young for you to be away for an entire weekend, try to at least attend one full day of a conference near you. (You can always increase your participation every year, as your kids become older and more independent.)The good news is that most states in the U.S. have writers conferences. If your regional writers association doesn't, you can probably still find one within driving distance. If driving is not an option for you, there are a few conferences worth flying for. Of course, the prospect of a plane ticket, conference ticket, and hotel bill add up, but maybe you can plan a family vacation around a conference — this way, that plane ticket or hotel bill is doing double duty. You can always slip away from family activities for a day or two to participate.

How Do I Know I'm Ready to Attend a Conference?

I constantly encourage writers to attend writers conferences. Most hesitate, as if these events are reserved for the elite few. They aren't. Conferences attract both beginners and seasoned writers and every level of experience in between. You are ready to attend a conference and there are no qualifications necessary. Even the ASJA (American Society of Journalists and Authors) conference, whose membership is qualified, makes their annual conference open to the public. The whole point of writers conferences is the sharing of timely information in the industry, so it's in the interest of brand-spanking-new writers as well as seasoned pros to attend in order to stay current on trends in publishing, technology, and craft.

But Are You Sure It's Really Worth It?

Stay away from naysayers and buddy up instead with a fellow writer or writer mama who is as interested as you are in getting as much as possible out of a conference. Then you can compare notes and share ideas and information with each other before, during, and after the conference. Think of a conference like a learning vacation. You are there to kick back, relax, and enjoy the company of your fellow writers. But also, opportunities abound at a writing conference and new ones present themselves every time you turn around. It's not just limited to what's on the conference agenda. There is a synergy and a serendipity that takes place naturally when you get a group of like-minded people together. Take advantage of it!

When it comes to writing conferences, like most things in life, you have to be smarter than your sources. Take comments that you see on message boards and in other online arenas with a grain of salt. Before attending a truly beautifully run conference with an excellent reputation this summer, I witnessed a conversation on a listserv that went something like this:

Messenger One: Is it really worth it to attend that expensive conference?

Messenger Two: Well, I went once and it was okay.

Messenger Three: One of the presenters really annoyed me. Grouse, grouse, grouse …

Messenger One: Well, then maybe it really isn't worth my time or money.

This is not constructive advice about a conference. Like classes, books, and any other tool you employ to help you in your writing career, you will get the most out of a conference by preparing for it and soaking up its every benefit. If you don't want to take my word for it, speak to a few writers who have attended a conference you are considering in person. Call or e-mail and ask for referrals through the association that hosts it. I'm sure they will connect you with enthusiastic attendees who can help you get prepared and tell you what not to miss. It's always a great idea to take advantage of any insider information when it comes to events like conferences.

illustration What About the Kids?

Should you attempt to bring the kids to an annual writers conference? I would think about this very carefully. I once saw a woman at a conference with a baby in a carrier who was sleeping soundly and peacefully. I don't know too many babies like that, but if you have one, more power to you! Consider leaving the kids at home and taking a short break. If you are nursing, you might have the whole family stay at the hotel together and they can go swimming, go sightseeing, and eat out while you focus your energies on the conference. Don't bring the kids unless you also bring a spouse or sitter to go with them, as I have yet to hear of a conference that offers childcare. But hey, conference coordinators — if you want to make your events more mom-friendly, this isn't such a bad idea!

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Get a Jump on Conference Registration

The best way to get the biggest bargain for your buck is to plan ahead. Conference material is usually available online or by brochure months before the conference. So do some research (start with the Shaw Guides) and find a conference that you could realistically attend. Do a thorough read on all the services and workshops being offered.

Join the association and get a discount. If you haven't already, the first step in preparing for a writers conference is to join the writers association that sponsors the conference (if possible). There is probably an incentive so that if you join you get a reduced price at the conference.

Register early for the conference. The sooner you join and the sooner you can get registered, the sooner you'll be in the loop for the latest information on upcoming conferences and events. Don't wait until the last minute or you may miss out on key preparation sessions or limited availability signup opportunities and crucial opportunities for agent/editor interactions, which often sell out before the conference. And make sure what you want and what you're signing up for are the same thing. Most conferences offer the à la carte method of registration (one day at a time) and the all-you-can-eat version (the whole conference).

Study up on who you'd like to meet. Take a close look at that conference brochure and decide who you'd like to introduce yourself to. If the agents, editors, and presenters have bios online, copy and paste their bios and headshots onto one piece of paper that you can print out and carry in your bag at the conference. This way you won't say, “Oh rats, I wanted to meet so-and-so!” after the conference, because you'll be able to recognize them by face.

Keep tabs on updates as the conference approaches. You will want to make alternative plans if any of your targeted agents or editors has to cancel. Keep a list of back-up agents and editors in case you need them. Attending a writers conference is going to be one of the best things you do all year. Be sure to get it on the family calendar early.

Be a Prepared Conference Attendee

If you are like many moms, your clothing size before you had a baby may differ slightly — or more than slightly — from the clothing size you wear now. And if you're a new mom, you probably haven't had much of a chance to shop for yourself. So what's a mom to do when she opens up her closet the morning of the conference and there's not a thing to wear? Don't let this happen to you. Plan ahead so you can find and wear clothes in which you feel comfortable and confident and that make you feel fabulous, no matter what the size. And when it comes to what to carry, you'll want to pack light in order to avoid the dreaded strap indent in your shoulder that doesn't fade for a week.

WHAT'S A MAMA TO WEAR?

Wear “Business Casual.” Since the attire is business casual and not business formal, you don't want to look like you are going to a luncheon on Wall Street or a funeral. If you wear black, add a splash of color with a pretty blouse or a cheerful scarf. Let your personal style shine through, but don't go overboard. Don't make the mistake of letting your clothes scream I'm an artiste! The same goes for revealing or overly sexy attire. A writers conference is a business event first and a social event second. Go for stylish business look instead, and be taken more seriously. If, like me, you don't usually wear makeup, just a touch can help remind you that a conference is a special occasion. And pay attention to what you wear on your feet. Chances are you'll be doing a lot of walking and standing, so even though you want your shoes to look as nice as everything else you are wearing, first and foremost, they should be comfortable. Most importantly, wear clothes that make you smile at yourself in the mirror and at others as you are passing them in the halls.

Finding Just the Right Outfit for You. Consider the season of your upcoming conference. When will the clothes you need be available on sale at your local department stores? This is the best time to shop. And luckily, retailers always have a bit of a jump on the season so chances are good you can hit a sale before the conference to fill in any gaps in your wardrobe. Nothing will make you feel worse than wearing clothes that used to fit you, but don't anymore. If you don't have any wardrobe gaps, congratulations! I know a few moms who don't — but I know a lot more moms who do. Don't sweat it! Remember that by dressing nicely you can still be one hot mama, making you feel good about yourself, which will affect how others look at you. If you feel confident, you'll be confident.

THE THINGS YOU'LL CARRY

Business Cards. You will want to carry cards for networking purposes, so be sure to order business cards about a month in advance. If you don't feel too shy, consider getting cards that have your headshot on them so that people who take your cards home with hundreds of others will recognize and remember you. There are Web sites that offer free cards in their own design, or allow you to create customized cards at reasonable prices. Keep them simple in design but feel free to be colorful or expressive, so long as those things communicate something about you and your writing. For example, a mom who wants to write a book on celebrity baby nurseries might include a sample photo on her card or an image of a fancy bassinet. Or she might just go for a straight business card with her name, address, e-mail, and Web site and print them on pastel-colored cardstock. Generally speaking, “Freelance Journalist” is more professional than “Writer.” Be as specific as possible, but be honest. And, just like you target your bios, your queries, and everything else, keep in mind who the cards are for — you may wish to have one set of cards for networking with other writers and another for networking with agents and editors.

A Roomy Bag For Necessities. You need room for what you're carrying, as well as conference materials that you will pick up while you are at the conference. Don't forget your reading glasses, lip balm or lipstick, and anything you need to touch up your makeup or fend off blood sugar dips. It's helpful to have a business card holder. I picked up a pretty one at the hotel gift shop, but you can check online for fashionable ones. Carrying one saved me from having to dig around in my bag for cards, and also prevents cards from getting marred and bent. If all this adds up to more than you can reasonably carry, consider a rolling briefcase, as you are apt to do a lot of walking at any conference.

MORE GOOD THINGS TO BRING

Don't forget your cell phone or pre-paid calling card (but of course you'll turn off your phone or set it to vibrate while you're attending presentations, workshops, and pitching sessions).

Bring a change of clothes, even if you're there for one day and especially if you're wearing white. Carry Ibuprofen or Tylenol because headaches caused by too much mental stimulation are common. And carry a few bucks in cash in case you want to sit and chat privately in the bar or at a café with someone you meet. Bring plenty of pens, ink refills, and a manila envelope to keep the business cards you collect orderly. You may want a slim notepad or notebook, but most conferences provide this in your registration packet.

Simple snacks are another good idea. A small bag of nuts can be a lifesaver when all the food offered is high in carbs and calories. Don't worry about carrying beverages, there are generally plenty provided in the hallways. If you plan on snacking, or even eating lunch at the conference, then it is always a good idea to bring mints as well!

SAVE IT!

Be sure to keep all of your expenses for the conference — parking, food, book purchases, extra fees, agent/editor consults, photos, hotel bills … everything — in a separate envelope, so you will be able to take advantage of all of your tax preparer's recommended deductions.

Save all the business cards you collect, even if you know it will take you a week to even look at them again.

Keep all the general conference materials for the rest of the year, because there is a good chance you will want to follow up with an editor or agent you meet at the conference at a later date.