Countdown to ACFW: Prep Reminders Part 1

September is upon us, and I have baby brain. My novels are my babies and I am obsessing! I have endured the edits, designed my one sheets, and made lists upon lists of pitches and blurbs. It is time to make a game plan for ACFW conference, because as we know, a plan helps us to feel prepared. I am also looking forward to all the people I hope to see...agents and editors, favorite authors,writing friends, and new friends...oh my!
Today I will talk about the materials to bring, and then on the Monday before conference, I will give you some last minute suggestions on how to organize all your friend dates and appointments, assigned and for fun.

On to.......

 The stuff:

 Business Cards: 

Have you ordered your business cards yet? It's about time! You'll want to be sure to consider time for shipping. Things to include on those tickets for networking:

•  Name and contact info including blog addresses and facebook pages 

•  A picture of you – some choose not to do this, but it might be that one thing that jogs the memory of that agent or editor who has been introduced to a gazillion other writers like yourself. And it's like high school all over again when you get to swap your wallet pics with your friends!

   Tip: Make sure the design is balanced (if you don't use a template offered on sites like Vistaprint), and not cluttered.

   Optionals: Tagline (your brand) –
   Do you have a catchy phrase that describes what you write? Yet another thing to jog memories and make a lasting impression. I would suggest this is definitely optional though. I have chosen to not include a tagline on my card this year. I am un-agented, and would rather wait to get advice once a find an agent. Maybe you aren't crazy about what you've come up with? Don't sweat it, you can still dazzle them with your pitch without a brand. Pitch – some people include the pitch of their current novel on the back of their card. If you want to use your cards over and over, you can simply print your pitch on a mailing label, and stick it on several cards that you will pass out at conference.
              
                      Awards -- If you have space, or want to use the back, put your awards on there! Make yourself shine! 

One Sheets:

This tool was my confidence on-a-page last year. I sat down at my appointments and used my one sheet to spur the conversation. It took a lot of stress off of me to recite my pitch and blurb, and it appealed to more senses than just hearing me blab! What does it need to include?
 If you look at my one sheet, start at the top and go clockwise:

• The title (of course) 
• a tagline or one liner that gives the essence of your story
• a bio (mine is at the bottom) that highlights your credentials, awards, and gives a snippet of who you are, contact info and a picture of you (same reason for the business card)
• your blurb and pitch. The blurb is not a full synopsis of the story. It is more what you would see on the back cover of a book. Don't give your ending away, be sure to hook the reader so they want to request more (a full perhaps?)

    Graphics: I am certainly a visual person. Check out my post last year on designing one sheets. Be sure to include a graphic or two that relates to your story, and place them in an appealing way that works well with the rest of the layout.

 Writing Samples:
If you go to the ACFW appointments page and scroll through the agents and editors, you'll notice many of them ask for writing samples, usually your first chapter. Be sure to polish, polish, polish, and have it ready for them to look at it in that short 15 minute time slot. They DO read them, trust me from experience! Last year, two agents took the time to read part of my chapter right there in front of me. I got a request out of it, so don't think it's a waste of time or paper to bring that with you!

Organizing Your Stuff:

    Business cards: The name tag lanyard you receive at conference is awesome because it is a pouch with zipper pockets. You can use one area for your business cards, and the other for those you collect. Easy and accessible!
   One Sheets, writing samples, schedules, pitches: I used a multi pocketed folder last year, and it worked wonderfully! Each section was reserved for a specific novel with one side holding my one sheets and the other side holding my samples. On the front of each folder pocket, I taped a strip of paper with my pitch printed on it for quick reference.
You'll also want to reserve some pockets for other things like schedules, Editor and agent expectations and People you want to see, meet. I will talk about this in two weeks.

 Do you have any suggestions for getting ready for writer's conferences? How about any questions about the stuff you take with you?

Prepare for Conference Early

Yes, I know ACFW's Dallas conference is still three months away, but in the writing world, that's like ten minutes! Which means...it doesn't hurt to start preparing now.

I'm a big fan of lists and preparing so this was a dream post for me. Here's a short list of items you can work on early to be prepared for conference time.

One Sheets

Those one sheets are important. You'll need them for lunches and agent/editor meetings, and random run-ins with those wonderful agents and editors in the bathroom. They're important, so get to work! This also gives you time to have critique partners or writing friends take a look.

Shopping

Yes, I said shopping. I knew I'd catch your attention. You need business casual attire as well as a super duper glitzy number for the gala (okay, it doesn't have to sparkle but this is like adult Prom :D without songs by Milli Vanilli or Hansen or whoever was popular when you were younger), so now's the time to start looking.

Study Editors and Agents

Whether you've signed up for appointments or not, if you plan on meeting with agents and editors, it's a good idea to know who you're talking to. Study these people like you'd study before sending a query. Know what they're looking for so you can be as prepared as possible.

Pitches

If you plan on meeting with editors or agents, or even chatting with them at lunches or in the elevator, having a pitch ready is smart. Working on it now gives you time to tweak and practice on unsuspecting victims in the grocery store. One thing I've also done is print my pitch (with the name of the story) on sticky labels and put them on the back of my business cards. That way you have something to refer to if you forget or if someone needs to remember you by your story.

Business Cards

Yes, you're a professional now. If you haven't already, I'd recommend getting some business cards. You can put them with your one sheets, you can hand them out to other professionals or new friends you meet. And you can give the leftovers to your kids to play with. All around good fun!

Those are all the things you can start now and keep working on. And as the conference gets closer, here's what I'd recommend as well. Get a folder. Yep, get a folder for all those things you've already started on, and then add to it. Here's what else you can put inside:

* A checklist of what you need to bring (including all the items above, your camera, extra money, etc.)
* Transportation information, for when you arrive in Dallas and need to get from one place to the next
* Phone numbers of your roommates or anyone else you plan on meeting there
* A few sets of the first scene or chapter of the book you're pitching (sometimes agents or editors will like to see these - yes, it's happened to me before!)
* Flight information

Yeah, there's more, but this is a great place to start. When the conference gets closer, you'll start to find more information on author sites and agent sites. You can also check our archives for old posts if you'd like specifics on one sheets, business cards, pitches, and more.

Are you already getting ready for conference? Can you think of anything else to start working on now?

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Cindy is a Colorado native, living near the mountains with her husband and three beautiful daughters. She writes contemporary Christian romance, seeking to enrich lives with her stories of faith, love, and humor.

To learn more about Cindy, visit her at her personal site, www.cindyrwilson.com

Preparing to Meet Agents and Editors

One of the greatest things about conferences is the networking. It's your opportunity to connect with friends and other writers, as well as professionals in the publishing industry. However, this can also be intimidating, especially meeting with agents and editors who you're trying to make a good impression on.

With the ACFW conference coming up shortly, I thought I'd share a little on when you will have the opportunity to meet agents and editors as well as how you might want to prepare.

Where will I meet agents and editors?

Scheduled Meetings

When you register for the conference, you will have the chance to schedule a meeting with an agent or editor or both. These fifteen minute sessions give you the opportunity to sit down face to face with an agent or editor and talk to them about you and your work.

Late-night Panels

You can also schedule to sit in on a publisher's panel. This is where editors and others from a publishing house will talk about their house, sometimes what they are looking for, or the direction of publishing, etc. You may not have the chance to meet an editor one on one at these sessions, but usually there will be a time scheduled for questions and answers.

Lunches

During a couple of meals, you will have the chance to sit with certain agents or editors (first come first serve, of course, because there's limited seating at each table) and talk with them. Sometimes it's more casual and just general chatting and other times it's more specific. I sat with both an agent for one meal and an editor for another meal at the ACFW conference last year. The agent asked me about what I write, shared a little of what she was looking for with the entire table, and then I ended up spending several minutes chatting about mission trips and unusual food with her. A great example of how agents are people, too, and how it doesn't hurt to take a breather and just be yourself.

Random Meetings

These are the unscheduled kind where you run into an agent or editor because someone either suggested you seek them out or they just happen to be where you are or the other way around. I can't stress more that these kinds of meetings (such as the bathroom meeting) are not the kind of place you want to be pushing your pitch or your one sheets. BUT, if the agent or editor does ask to hear or see something, then you have an opening. (Trust me, it does happen. It met two authors in the bathroom and the conversation turned toward my writing and from that I got a recommendation to talk with an agent the next day. Also, a walk down to Starbucks with an agent turned into my chance to do a short pitch and hand over my one sheet.)

What do I need to bring with me or how else to I prepare?

One Sheets

A one sheet is a single page promoting your individual book. The one sheet includes a summary of the book, a bio of you as well as a picture if you have one (which hopefully you do for professional reasons), a single sentence hook if you can - basically a query letter in more attractive form. Angie posted on one sheets earlier this week if you need some good tips. (Also, bring these with you everywhere because you never know when you're going to have a chance to hand them out. I ended up handing out two over lunch, one at Starbucks, and three during scheduled meetings.)

Chapters

It's a good idea to bring the first chapter or scene of your book with you so if an agent or editor asks, you have something to show them. It's a chance for them to see your writing style and know if they're interested in seeing more. If nothing else, it's a chance to get feedback if they're willing.

Pitch

This is also called the elevator pitch, the very brief but hopefully intriguing summary of your book. It's a great idea to have this at the forefront of your memory, ready to tell an agent or editor what your book is about either at a meeting or somewhere else. I only had one agent and one editor meeting at the conference last year, but I ended up saying my pitch to three agents and two editors, as well as other writers and authors, in various places throughout the weekend. Check this post from Sarah about elevator pitches if you need some ideas.

Business Cards

These are handy to bring to appointments to attach to one sheets or chapters, although you should already have your contact information on the one sheets anyway. Otherwise, they're mostly just a tool to keep connected with other writers, authors, or friends you meet.

Relax and Be Yourself

There is such a thing as preparing yourself mentally or even spiritually beforehand and I'd highly recommend it. Last year, I had dreams about my first big conference, dozens of scenes in my head about the ways I'd mess up my pitch or what a poor impression I would make. Prepare yourself by telling yourself that you're not in this by yourself. You will be there with hundreds of other writers who are nervous or excited or even new just like you. And remember, agents and editors are people too and if you can relax with them you'll be able to really show them who you are and get as much from each meeting as you can.

What worries or concerns do you have about meeting agents or editors? Or, for those of you who are pros or excited about this one on one time, how do you plan on preparing for those meetings?