The Checklist

by Regina Allen

I covered this in a previous article but it doesn’t hurt to review the checklist as a reminder on what to bring to a conference and, add a few things not previously listed.

Notebook. Bring a notebook or notepad to jot down notes and ideas from panel sessions. At the end of each day, write down your thoughts. Were the panels informative? Did you feel energized? Next, write about your surroundings. Was the conference crowded? Sparse? How was the weather? Bright, sunny day or overcast?
Also, bring business cards. Most professionals, especially writers, should have business cards to give to editors, agents and new friends. (Hmm, time to update my business cards).

Pens/Pencils. Sounds silly but guess what? Sometimes we don’t bring enough pens or pencils at a conference. Keep at least two, the most three pens on your person and maybe one pencil. At a party I attended, a well-known author didn’t have a pen or pencil to write down information for an attendee. Well, I had an extra pen in my pocket and handed it to him. (I was so excited!). He was grateful. We talked a bit and later, I received a few marketing tips for one of my stories.

Recorder. What? A recorder? Why in the world bring a recorder? Because a recorder is an effective backup system for your note-taking, especially at panels you find are the most informative and entertaining. I brought a recorder at the last conference and the information (plush the conversations with well-known authors) were invaluable and supplemented my note-taking. That helped because when I moved to New York, I couldn’t find the notes but I had my tapes. Be sure you have fresh batteries and enough microcassettes. Set the recorder to the slow setting so don’t have to turn over the tape as quickly if it were set at the fast setting. Also, have a recorder that’s voice activated so you don’t have to constantly click the button. Sit as close as possible to the panel so their voices are muffled when you replay the tape.

Dress. Dress neatly. I say this because I’ve seen people at conferences wear torn jeans and t-shirts. If you’re networking at a conference, wear casual (not too causal) clothes.

Receipts. I keep receipts whenever possible. Receipts include tolls, gas station receipts, meals and hotel bills. Those receipts are important for IRS purposes because writing is a business and should be treated as such.

Fun. Have fun. Make it an adventure. I’ve treated each conference as a new city, a new world and have met people over the years with whom I’ve kept in contact. I got into a publisher’s party by being the guest of a writer whom I’d met at the convention! I’ve met published authors who gave me helpful marketing and writing advice.

So, review your checklist, make sure you have all your tools, then go and enjoy yourself! You deserve it!

Regina is a fiction writer who now lives in New York.

As always, for an extensive listing of conferences, check magazines like the Writer, Asimov’s Science Fiction, Locus Magazine, Poets & Writers. For websites, Writer’s Digest (http://www.writersdigest.com/conferences)and Shaw Guides (http://writing.shawguides.com) have an exhaustive listing of conferences and workshops.

National
Jentel Artist Residency Program
Lower Piney Creek Valley, Wyoming
Offers four-week residencies to visual artists, fiction writers, poets and creative nonfiction writers
Residency includes a private room, separate workspace, access to a common living area and a $400 stipend.
For May 15 to December 13, 2006 residencies: Submit two copies up to 10 pages of published or unpublished poetry or up to 20 pages of published or unpublished prose with a resume, project description, three letters of recommendation and a $20 application fee by January 15, 2006. Please note that writers living in the United States who are at least 25 years old and are not matriculated students are eligible. http://www.oasfis.org
For more information contact: Jentel Artist Residency Program, 130 Lower Piney Creek Road, Banner, WY 82832.
Contact Person: Mary Jane Edwards, Director
Telephone: (307) 737-2311
Website: http://www.jentelarts.org
Email: jentel@jentelarts.org

Loscon 32
Los Angeles, CA, November 25-27, 2005
This is a genre conference. Membership: $30. Makes checks to Loscon 32. For more information, contact: Loscon 32 c/o Los Angeles Science Fantgasy Society, 11513 Burbank Boulevard, North Hollywood, CA 91601.
Website: http://www.loscon.org/
Email: info@LASFS.org

The Catholic Poets Retreat
Redemptorist Retreat and Renewal Center
Tuscon, AZ, January 6-10, 2006
Attendance is limited to 35 poets. The program includes readings, lectures, roundtable discussions and a chance to meet with publishing professionals.
Application: Submit up to five pages of poetry. For more information, contact: Catholic Writers Conference and Retreat, Redemptorist Renewal Center, P.O. Box 569, Cortaro, AZ 85652. (Send SASE)
Contact Person: Thomas Santa
Telephone: (520) 744-3400 extension 121
Website: http://www.desertrenewal.org

The Catholic Writers Conference and Retreat
Redemptorist Retreat and Renewal Center
Tucson, AZ, January 13-17, 2006
The program includes roundtable discussions, lectures and readings.
Application: Submit a project proposal; a copy of a published poem, story or essay or the title with publisher and publication date of the book; or, two or three pages of unpublished poetry, fiction or creative nonfiction. For more information, contact: Catholic Writers Conference and Retreat, Redemptorist Renewal Center, P.O. Box 569, Cortaro, AZ 85652. (Send SASE)
Contact Person: Thomas Santa
Telephone: (520) 744-3400 extension 121
Website: http://www.desertrenewal.org

Algonkian Five Day Novel Camp
Algonkian Park, VA, December 7-11, 2006
This is an “agent-editor-author” workshop that focuses on the craft and market.
For more information, contact Web Del Sol/Algonkianshops, 2020 Pennsylvania Avenue NW, Suite 443, Washington, DC 20006
Telephone: (703) 262-0969
Website: http://www.webdelsol.com
Email: algonkian@webdelsol.com

Butler University Children’s Literature Conference
Butler University Campus, Indianapolis, IN, January 29, 2006
At this conference, attendees will meet award-winning children’s book authors and illustrators. Sessions will have topics of interest for teachers, librarians, writers and illustrators. For more information, contact: Kids Ink School and Library Division, 2060 E. 54th Street, Suite 7, Indianapolis, IN 46220.
Telephone: (317) 254-8030
Website: http://www.butler.edu/childlit
Email: kidsink@indy.net

Darkover Grand Council 27
Holiday Inn Timonuium, Timonium, MD, November 25-27, 2006
This is a genre conference. Membership fee: $40 until 11/1/05, $45 after 11/1/05. Make checks to Armida Council.
For more information, contact: Box 7203, Silver Spring, MD 20907
Website: http://www.darkovercon.com

Vericon 2006
Sever Hall, Harvard University, Cambridge, MA, January 27-29, 2006
This is a genre conference. Membership: TBA. For more information, contact: VericonVI c/o 4 University Hall, Harvard university, Cambridge, MA 02138.
Website: http://www.vericon.org/
Email: conchair@vericon.org

International

Coloniacon 17
Jugendpark Köln, Germany, June 3-4, 2006
This is a genre conference. Membership fee: 16 euros. For more information, contact:
Website: http://www.coloniacon2006.de/
Email: hondo@demondestroyer.de

Under the Volcano
Tepoztlan, Mexico, January 6-15, 2006
Optional on-site Spanish classes; local library project; evening readings and informal talks; flexible unscheduled and scheduled time to write; and interaction with Mexican writers and local residents are a sample of what this retreat offers. For more application instructions and information, contact: Telephone: (212) 655-4432
Website: http://www.underthevolcano.org
Email: info@underthevolcano.org