How to Organize a Writer's Conference

In today's publishing climate, authors need to attend writer's conferences in order to network with other authors, editors and agents. A writer's conference should be a time where authors can learn more about their craft, the publishing business, and make contacts that might lead to a contract.

Making all this happen can be a nightmare for organizers unprepared to do what it takes to put on a good, educational and informative writer's conference. So how does one organize a writer's conference?

The first key is to start early. The larger the conference the more planning time is required, but that doesn't mean that a small writer's conference doesn't take time to plan. Every writer's conference needs to be planned well ahead of time.

Recently, I was co-director of the Nebraska Writer's Guild Fall Conference in Kearney, Nebraska. The Nebraska Writer's Guild is one of the oldest continuous writer's organizations in the country started by such authors as the author of My Antonia, Nebraska author Willa Cather. Of course, the other co-director and I wanted to make sure we put on a dynamic writer's conference.

We worked on this conference for a year and a half. From other writer's and other conferences I've organized over the years, I knew that speakers are often booked years in advance. The higher the profile of your speakers and workshop leaders, the further ahead you'll need to book them, and the higher price they will ask for their services.

A second key is to get help. One person cannot stretch him or herself far enough to cover all the bases efficiently or effectively. Find reliable people to help and delegate as much as possible, leaving you to work on the big picture. For the Nebraska Writer's Guild Fall Conference another author, Val, and myself shared the duties, finding our differing gifts meshed very well. While we kept in constant contact through face-to-face meetings, and by email and phone, we did not try to second guess or take over the duties of the other. As much as possible, we also slotted in others who wished to help.

It is important that the primary organizers are those who are both planners and who are able to make and keep to a schedule. Early on we put together a plan for when we needed to do what. Figured out a probable budget based on what was allotted to use from the Nebraska Writer's Guild and what we expected to bring in from registrations.

We figured out what expenses we could pay for speakers. (Including air or car fare, accommodations and food as well as speaker's fees.) We explored what we could pay for facilities and snacks.

Val and I also kept close contact with the Nebraska Writer's Guild board for their input and suggestions.

We wanted a conference that would leave all authors and others who attended with not only information and contacts, but also good memories. With that in mind, we planned a very special opening night Kick-Off, co-sponsored with a huge mid-west attraction The Great Platte River Road Archway Monument, in which the public was invited to hear authors read their work, to meet with authors and to purchase autographed copies of books. We also offered a basket filled free books for the taking.

This leads me to a third key point-networking. Organizing a writer's conference takes time, effort and lots of networking. Who do you know? Who do you know who does know someone? Don't be afraid to ask and present possibilities. I'd worked with The Great Platte River Road Archway Monument a few years earlier in a publicity capacity. They also carry my book A Tale of the Oregon Trailin their gift store. Instead of the Nebraska Writer's Guild Fall Conference having to pay to use the facility, The Great Platte River Road Archway Monument co-sponsored the event and were mentioned in all our promotions. We didn't have to pay for the use of this wonderful facility.

Always offer free publicity and be sure to tout the benefits of those who make donations to the writer's conference verbally during the conference, in press releases and in brochures and flyers.

Don't forget promotion in the networking mix. Make sure to create attractive flyers and brochures to send out to everyone who might be interested, including high schools and colleges. Write several press releases and send them to local media. Ask to be a guest on a local TV stations and radio. Be available for interviews. Also have a contact people can call for information.

Val and I constantly fine-turned the writer's conference proposal as we gathered new information or things changed. One of the workshop leaders with whom we spoke ended up saying no. In that particular situation, we probably extended too much time for an answer, leaving us scrambling a few months before the conference for the right workshop leader. Give speakers considering your request a reasonable time to answer yes or no, giving you time to find replacements if your first choice doesn't work out.

Contact one or more local motels about special rates for those attending the writer's conference. Provide those who may attend with all the information needed to make an informed decision about attending. Remember the writer's conference registration fee is only one of several expenses an author must consider.

Expect the unexpected. When our primary speaker was hospitalized weeks before the conference with a very serious problem, Val and I had to figure out a "What if" scenario. We were able to do so, but it would have been better had we considered some of these factors from the beginning. We were also thankful our speaker was able to attend and did a superb job.

How to organize a writer's conference for authors, editors, agents and more?

Plan early.
Don't do it alone.
Network.
Plan for the unexpected.

And finally, once the conference arrives, do what needs doing, but also don't sweat the small stuff. Enjoy the conference and the kudos given for putting on a dynamic writer's conference.