How to Nail the Modern Writers Conference

Posted in Writing Children's Books, Writing events by bitsykemper

New Ideas for Creating Your Own Success

Photo of Keynote Speaker #BretLott at West Coast Christian Writers Conference 2023 — WCCW2023 Conference in Roseville, CA

I’ve been to hundreds of writer conferences. OK, maybe dozens. No, wait, lemme, think…seeing as I attend several a year and started in 2003…*does the math*… honestly it totals over 50.

That’s a LOT of writer conferences. And I just got back from another one yesterday.

This one was a little different than the others. I noticed it was more modern. More tech-savvy. And much more up to ME to make things happen.

Don’t get me wrong, they were GREAT making sure first-timers and old-timers (wait–I mean experienced conference goers!) were well taken care of. But as technology places so much at our fingertips, it means so much of it is, well, at our fingertips. As in, it’s up to us to go find and get it. That’s not how it used to be. We used to show up and be handed a folder with everything we ever needed to know, from speaker bios to local restaurant menus. Now we’re basically handed a badge and left to wander like a kindergartener dropped off on their first day.

I’ve participated in events in every way from keynote to emcee to volunteer that helps clean up, and even organized and held them for several hundred people. I’ve written blogs on how to prepare for them and what to expect, including how to dress, and what to pack. (I admit it, I love conferences!) I thrill in meeting people, learning, and getting the latest scoop on the industry from the people who know it best.

In my prior corporate life, I probably attended another 50 events. I’ve seen that no matter the topic, location, or industry, conferences are generally the same.

But times have changed recently.

In early 2020 we were suddenly forced to halt in-person events. When they started again, new technology replaced some of our standard ways of doing things, without us realizing it. It wasn’t like we voted on it. Time just marched on.

WCCW Conference with real live people, Oct 2023

Noted Changes:

Budget cuts are everywhere.
- Many handouts are now available online only. That means you have to print them out and bring ’em with you, so plan ahead. (It also means you definitely need to plan out your schedule in advance so you have the right handouts. Or, bring your laptop to call them up during the session. Have them downloaded so you don’t have to rely on shoddy wi-fi.)
- Similarly, don’t assume you’ll be handed a printed schedule of the event. They may only offer an online version, so look into it and print one out ahead of time as needed.
- In fact, bring a folder as it’s not safe to assume you’ll be getting one of them, either!
Use technology to your advantage in other ways.
- Have a critique or 1:1 you don’t want to be late for? Set a silent alarm on your phone and you won’t have to keep checking your watch/phone.
- Unless you learn better by handwriting notes, save time by snapping pix of the presenter’s slides instead of writing down what they say. See if your phone software will translate it straight to text.
- Check to see what’s being video’ed. Many conferences are “hybrid” meaning they are both online and in person. If you want to attend two sessions at the same time, go to the one that isn’t being recorded. Watch the other one that night or when you get home.
Make the Freebie table work for YOU. Plan to pack and drop off your bookmarks/flyers promoting your book/website/critique services/etc. (Make sure it looks appealing and is professionally edited or you’ll be doing yourself a grand disservice.)
Social media: You gotta be present, man.
- No need to livestream by any means. But pick your fave social media outlet and talk about the event before you go, using the hashtag the event coordinators will share.
- Follow the hashtag to interact with people before you go, so you have a leg up on in-person interactions. Virtually meet new people ahead of time so you have built-in conference buddies.
- Post with the hashtag (including quotes and photos) after the event as you bask in the glow of what you learned and accomplished.
- Don’t forget to offer thanks to the organizers too.
- If you can’t afford books at the conference bookstore, it’s OK! In lieu of that, do your fave speaker/presenter a solid by reserving their book at your library, giving it and the author/illustrator a shout-out on social media, and if you want to go the extra mile, give their book a review at Goodreads or Amazon (ONLY IF YOU’VE READ IT!). Word of mouth means a LOT to authors and illustrators!
Speaking of books…many conferences have onsite or pop-up bookstores that now let ANY attendee sell a book, not just faculty. Ask!

Same as Before:

Bringing business cards: people still use them! BUT, bring REDESIGNED cards with NEW types of info. Have them ordered and ready well ahead of time.
- Don’t include your home address on your card, no one needs that.
- Phone number is optional and IMHO unnecessary since they can email you for it. (No offense, but why would this stranger that you just befriended need to call you? You can always write it.)
- I recommend two-sided. Add book covers or endorsements on the back.
- I have a QR Code that takes you right to my website; some have it go right to their newsletter sign-up or book order page.
- Be sure to include your fave social media handles so people can find and follow you.
Planning ahead: Decide WHY you are attending, and stick to it. Are you there to learn? If so–to learn what? Are you there to meet like writers–if so for what purpose, is it to find a crit partner or to build your social media following? Are you there to get your critique–if so, add another purpose b/c that’s just one tiny part of your day(s) there.
Taking notes. You’re not going to remember stuff–not even the great things you swear you don’t need to write down. Especially names and book titles. Trust me.
Being friendly: I hate the word networking as (to me) it implies you’re trying to make a sale, so I think of it as being friendly. Smile even just a little and nod a hello to everyone you see. Introduce yourself to anyone next to you with a conference badge. Asking “what are you working on?” is the perfect way to start a conversation–people love to talk about themselves AND it establishes a common ground–they are free to ask you the same question!
Packing a light sweater (there’s always one sub-zero room).
Having your “elevator pitch” ready. When someone asks you what you’re working on, be ready with a concise yet spunky two-to-three-sentence summary. Not “a picture book about grandmas” but “a rhyming picture book about how a grandmother might not realize the lasting, loving impact she’s had on her family.” (See the difference? Which book do you want to hear more about?)

What other change have you seen? Let me know!

And happy conferencing, whether in person or online. People need people, so keep gathering.

9Mar2019

Getting Conference-Ready: 10 Conference Tips for the Introvert, Beginner, and Beginner Introvert

Posted in Writing Children's Books by bitsykemper

Whether you’re headed to your first conference or your fifth, you’re gonna want to plan ahead. Most writers are introverts, and panic at the thought of being in a room with strangers. Relax! You’re going to be fine. The children’s book industry is wonderfully welcoming and supportive. (I’ve attended and presented at conferences across the U.S., from local to international events, and never cease to be amazed at the kindness.) To help maximize your precious time, and all that coin you’ve already dropped on the event, here are some tips I’ve found most helpful:

Conference tips:

Have an overall goal in mind. This might change for every conference. Most people assume they are they are there to get published. But let’s not get ahead of ourselves. You’re not going to get a contract at the conference (seriously, toss that thought right now). Be realistic. Let’s assume you’re there to figure out how to get published. Try to break that down into measurable steps.
- Maybe your goal for that one conference is to find an agent, or to find out how to get an agent, or simply bust out of your comfort zone. OK. Can you make it even more specific? If you’re looking for in an agent, for example, what qualities or skills are important to you? Figure that out before you go so you know what to look for in the agents that are there, and you’ll be able to better size up and decide if anyone there is right for you. No sense submitting to an agent you don’t want to work with, right? If you want to break out of your comfort zone, list out two or three specific actions–like initiate a conversation with two strangers, attend that awards banquet by yourself, and/or refuse to sit in your room doing email every night.
- Center all your time/schedule decisions around that one overall goal. Attend only those sessions that fit your goal, for example. It will help you manage your time AND challenge yourself to achieve that specific goal. (Next conference you can attend the other sessions that sounded equally good–odds are you’ll have a difference goal by then.)
Get ready to smile and say hey. I hate the slimy connotations of the word networking, but conferences are really about the people. Otherwise you’d stay at home. What I mean by that is don’t just focus on the workshop topics, look at who’s teaching them. Read their bios. Try to read the book of the keynote speaker and/or whoever you’re taking classes from beforehand, so you know their background and you’re not coming in cold. That’s how you feel like a insider! By doing your homework you’ll feel like you already have an edge. Odds are you’ll be eager to meet the presenters. When else will you have the chance to meet them, and see what they’re really like? You can take just about any class online these days, but meeting these professionals in person? That’s why you’re there.
Have your “elevator pitch” ready! You’ll be using it throughout the conference, that is, if you’re taking the conference seriously and are out there meeting people. (Here’s a good primer to get yours shiny.)
Pack with a theme in mind. Not as in 1800s or hippy, but something that is consistent. It not only helps make packing easier, but makes it much easier for people to find and remember you every day, as well as afterwards. “I’m the one in polka dots” or “I was the one with pink striped hair.” You won’t be in the same thing everyday but people will start to recognize you by how you dress.
Get your class act together. Speaking of clothes…at writer’s conferences you don’t have to dress to impress, but c’mon, this isn’t your mom’s basement. Make an effort. Dress like you’re going out to eat, not like you just woke up. If you look like you’re taking this seriously–others will take you seriously too. (But skip the heels, ladies, that’s one fashion item that’s just silly at a conference.)
A simple trick: stick business cards (people still use them!) in your badge holder, so they’re handy. Make sure your website and whatever social media handles/hashtags you use are included–if not, write them in with pen. Consider adding a QR code to your card that allows a cell phone to take people directly to your contact info, including your website URL, without them ever having to type a thing. https://www.youtube.com/watch?v=WS7jdYZomu0 tells you how to create a free vcard. https://blog.4colorprint.com/great-designs-for-business-card-layout-inspiration has ideas for unique looking biz cards. [Note: I have no affiliation with either of them whatsoever]
You never know who you’ll be sitting next to so be nice to everyone you meet. Author and illustrator Debbie Ridpath Ohi has some great conference tips on “making the first move” – you need to suck it up and introduce yourself around! Remember the part abut people being the reason you’re there? [See more of Debbie’s advice, including charming comics about being an introvert, at her website here.] Since most of us will be attending the conference alone (even if we traveled with a friend), it can get nerve racking. Wracking even. Take some “survive attending a conference alone” tips from themuse.com here. [Again, no affiliation]
Be open to learning. If you’ve attended a hundred conferences before and find yourself saying “I already know this” at every session/workshop, then you’re preventing yourself from learning anything new. I mean, if you already know everything, why are you there? (<— remind me of this one, ok? I’m always the one rolling my eyes saying I knew that, when, hmm, maybe I didn’t)
Prepare ahead of time. Review the schedule. Figure out why the keynoters are keynoters and not session presenters. Plan your day(s). Choose your workshops carefully so it’s not a last-minute choice made in haste. (They need to support your goal, remember?)
Speaking of preparing…if you’re a true beginner, and are looking for basic tips on writing your first children’s book so you don’t feel out of place at your first conference, check out a video I made for the beginning picture book writer. It’s fun. Really. https://bitsykemper.com/2014/03/19/179/

I joke about lotion-ing up so you’re not remembered as the hand shaker with the rough skin. But bottom line: do your homework. And get ready to smile. You’re going to have a great time!