Hosting a Good (and $$$ Rewarding) Writer’s Conference

Hosting a good writer’s conference is one way you can contribute to the improvement of non-fiction and fiction books.  It’s also a way to help connect talented authors with skilled editors, literary agents and publishers.  The work that often goes into hosting a good writer’s conference may find you dealing with vendors, publicists, new and seasoned authors, book clubs, media outlets and financial advisors. 

Writers Conference Picture by Horia Varlan

Important Points to Consider Before Hosting a Good Writer’s Conference

You’re to be commended for taking the steps to organize and host a writer’s conference.  However, before you roll up your sleeves and start reaching out to authors and other professionals, informing them about your vision, make sure you’re ready to handle any challenges that may surface during the preparation, marketing and actual hosting of the literary event.  To do this, consider: 

• Speaking with three or more people who’ve already hosted a writer’s conference and asking them to share their experiences (including challenges and triumphs) with you.  Doing so might remove blind spots you might have up regarding the undertaking.
• Decide where you are going to hold the conference.  If you secure space with a worship center, school or large bookstore you might be able to rent the space at a discount.
• Make a decision as to whether you’re going to open the conference to unpublished and/or published authors.
• Choose the genres and categories of writing you’re going to focus on at the writer’s conference.  For example, you might focus your conference around mystery or romance writing.
• Get a count on the numbers of authors and other vendors (if you’re going to sell vending booths) you can have at the event.  Fire Marshall laws often prohibit you from having above a certain number of people at a single event.
• Decide whether you’re going to have live entertainment and/or refreshments at the conference and, if so, who will provide these services.
• Build a marketing plan for the writer’s conference so you can start getting the word out and registering participants. 

Should you decide to have vendors at the writer’s conference, list how much it will cost vendors (e.g. jewelry, food) to rent a booth at the conference so they can sell their products and/or services.  For example, you could have food vendors pay $200 or more and have self-published authors and/or small publishers pay $50 to vend at the conference you’re hosting.  To get an idea of what’s offered at other writer’s conferences, you can look through directories like the Shaw Guides and the Chistell Publishing Upcoming Writer’s Conferences.  Colleges and universities also host writer’s conferences, so consider checking out those conferences as well. 

Start marketing and promoting the event using social media networks, direct mail (e.g. postcards), newsletters and online and offline radio interviews at least one year before the event is scheduled to launch.  As the date of the writer’s conference nears, strengthen your marketing and promoting efforts until available author and vendors spaces are filled. 

After you finish hosting a good writer’s conference, send all attendees, including authors, vendors, book clubs, etc. a thank you note.  When you register participants get their email addresses so you can craft a well-meant thank you note and send it to attendees in a matter of seconds.  If you plan on making the conference a recurring event, stay in touch with attendees, informing them about your next writer’s conference as soon as you nail down the details. 

Sources:

http://writing.shawguides.com (Shaw Guides)

http://www.chistell.com/upcoming_writing_book_events.htm (Chistell, Upcoming Writer’s Conferences)

http://www.right-writing.com/conferences.html (Right Writing)

http://www.pw.org (Poets and Writers)