SCBWI

Society of
Children's Book Writers
and Illustrators

2019 Conference FAQ

Austin SCBWI Writers & Illustrators Working Conference 2019

Got questions about the Austin SCBWI 2019 Writers & Illustrators Working Conference? We try to answer them below. Click here to register for the conference. And click here for the schedule.

Where is the conference being held?

The Austin SCBWI 2019 Writers & Illustrators Working Conference is being held at the Crowne Plaza Austin, 6121 North IH-35, Austin, TX 78752. Complimentary parking is available around the hotel.

Is there an anti-harassment policy for the conference?

Yes! SCBWI has an anti-harassment policy that ALL attendees, volunteers, and faculty must agree to before they can attend. The anti-harassment policy is given in the registration form, and you can read it here. Additionally, if you have any issues during the conference, please see Regional Advisor Samantha M Clark, Assistant Regional Advisor Gayleen Rabakukk, or Illustrator Coordinator C.S. Jennings, and they will help.

I’m coming from out of town. Where should I stay?

Austin SCBWI has a block of discounted rooms at the Crowne Plaza Austin priced at $129 a night. Go here to book a room. At the hotel’s reservation page, choose your dates and use the code ASC and you’ll see the discounted rate applied. (If you click on “More Options” you should see the code already in the page.) The room rate is available for stay during the conference as well as three days prior and three days after the conference, and the rate includes complimentary wi-fi and parking, but it does not include breakfast. The last day to book rooms at the discount price is April 28, 2019.

How much does the conference cost?

The Austin SCBWI 2019 Writers & Illustrators Working Conference has tiered pricing so that even those on a budget can afford a part of it. The full conference runs Saturday, May 18, 2019, from 7:30am to 6:45pm and Sunday, May 19, 2019, from 8:30am to 3pm. You can choose to come either day, or come both days for a 20% discount. Get a bigger discount with early-bird pricing if you register before March 18, 2019. The price for each day includes lunch.

Prices are:

Early Bird (By March 31, 2019)

Members Non-Member Students** Non-Members*
Saturday Only $150 $160 $200
Sunday Only $100 $110 $150
Full Conference (20% discount) $205 $216 $270

 

 

 

 

From April 1, 2019 until the conference date

Members Non-Member Students** Non-Members*
Saturday Only $180 $190 $230
Sunday Only $130 $140 $180
Full Conference (20% discount) $248 $264 $312

 

 

 

 

*The difference between the non-member ticket price and the member price is equivalent to roughly half a year’s membership. If you would like to become a member before registering, you can do so at SCBWI.org.

**SCBWI has a Student membership. If you are a Student SCBWI member, you can login to the website and get a discount that’s lower than the Member rate. For more information about Student member, go to SCBWI.org.

Is lunch included?

Yes, lunch is included in the Saturday and Sunday prices. Coffee and water also will be provided, as well as an afternoon snack on Saturday. Breakfast is not provided.

What are my payment options?

You may pay via credit card with PayPal or you may choose Pay Offline and mail us a check. If you’re paying with check, complete the registration form, then mail your check to: Samantha Clark, Austin SCBWI Conference Registration, P.O. Box 170312, Austin TX 78717. Please make sure your check is mailed in enough time for it to be at the post office box well in advance of the conference.

If you sign up for manuscript and/or dummy critiques, your payment must be received by the critique submission deadline of April 13, 2019.

What if my online payment didn’t go through?

Payment instructions are in your registration confirmation email. If you can’t find your email, you may mail a check via the instructions in the question above, or you may pay with credit card using PayPal’s Send Money option. Send the correct payment to the account at the email address austin@scbwi.org and put your name and “For Austin SCBWI 2019 conference” in the message.

If you’re not sure of your payment amount, log in to our website, click on the My Home button in the top right corner, then click Event History in the menu on the left side of the page. A list with all the SCBWI events that you have registered for in the past 2 years will appear. Choose the Austin SCBWI 2019 Writers & Illustrators Working Conference to view your registration details.

I’m registered. How can I access my registration?

After you have logged in to our website, you can access your registration details by clicking on the My Home button in the top right corner, then clicking Event History in the menu on the left side of the page. A list with all the SCBWI events that you have registered for in the past 2 years will appear. Choose the Austin SCBWI 2019 Writers & Illustrators Working Conference to view your registration details.

I’m registered. How can I add to or change my registration?

If you’d like to add a critique, pitch, the Saturday dinner or other addition to your registration, please email Austin SCBWI Regional Advisor Samantha Clark.

What if I have to cancel?

We understand that situations change and things come up. If you have to cancel your reservation for the conference after you’re registered, you may get a full refund up to April 6, 2019. After that, you may receive a 50% refund. No refunds will be issued for manuscript or dummy critiques after April 13, 2019. If you cancel a manuscript or dummy critique prior to April 13, 2019, you will get a refund ONLY if there’s a waitlist and your spot is filled. Portfolio reviews and pitches will be refunded in full ONLY if the spot is filled prior to May 16, 2019. No refunds will be issued for critiques, reviews or pitches that were missed during the conference, unless the faculty member performing them has to cancel.

What’s the difference between the Saturday and Sunday sessions?

Saturday will have a full day of critiques, inspirational keynotes and craft-based breakout sessions. During the breakout periods, you may choose from four sessions, including one for illustrators, one for professional development and two for writing craft. There is no additional charge for breakout sessions. All critiques are held on Saturday EXCEPT critiques with Dan Santat, which will be held on Sunday.

Sunday offers agent/editor pitches and two craft-focused intensive sessions (three hours in the morning and two hours in the afternoon) in three tracks: Novels, Picture Books and Illustrators. You must pick your sessions at registration. All pitches are held on Sunday.

Is there other social time?

The lunches and cookie break on Saturday are great networking opportunities. Also, Saturday will end with book signings and an open bar. For more, you can hang out with the conference faculty and attendees at a pre-paid dinner on Saturday at 7pm. The cost is $30. Please choose that option when you register.

What should I do if I have special dietary needs?

Austin SCBWI wants you to be as healthy and comfortable as possible, however we can not be responsible for providing special meals. We do our best to accommodate dietary issues, however. Our registration form allows you to let us know if you are a vegetarian or need gluten-free food, and we provide the hotel with the number of attendees needing this food. If you have more stringent dietary needs, feel free to bring your own lunch and snacks.

How do the critiques and portfolio reviews work?

You must be registered for Saturday to sign up for a critique or Sunday for a critique with Dan Santat.

Critiques cost $45 for a 10-minute one-on-one manuscript or picture book dummy critiques or portfolio reviews. View the faculty bios and their critique styles here. We highly recommend that you research the critiquers BEFORE you register for a critique. While agents and editors sell out fast, don’t underestimate the benefits of getting a critique by a professional author or illustrator. Read this article by author Erin Heger about Why Author Critiques Can Be a Career-Maker.

For illustrator portfolio reviews, bring your portfolio on the day of the conference. For more information on general portfolio guidelines, visit the Portfolio Showcase page.

For manuscript and picture book dummy critiques, read the instructions on our Critiques Submission page. The deadline to submit your pages is April 13, 2019. If you have to cancel a critique, see the “What if I have to cancel?” section of this FAQ.

Please note: If you sign up for a critique or review, you will miss some of the breakout session or keynote going on at that time. Unfortunately, that is unavoidable due to a very busy schedule. Critique/review times may not be changed on the day. If you miss your critique/review time, we cannot guarantee that you will be able to get another 10 minutes, so please keep an eye on the time. Aim to be in the critique area at least 5 minutes before your scheduled critique time.

Manuscript critiques will be eligible for Austin SCBWI’s Cynthia Leitich Smith Writing Mentor Award, with the chance to win a year’s mentorship with award-winning author Varian Johnson. If you would prefer not to be included in the award, please note that when you register.

How does an agent/editor pitch/consultation work?

You must be registered for Sunday to sign up for an agent/editor pitch/consultation. (Please note: These are with agents and editors.)

Agent/editor pitch sessions cost $20 and are 3-minute timeslots when you may either pitch your story to the agent or editor, or simply ask questions about the industry or their agency or publishing house. The session allows you guaranteed time with that person. A pitch is not a guarantee of acceptance of your manuscript. It’s a chance to make an impression, get comfortable meeting with agents or editors, and learn. Make sure you are practiced and ready to go.

NOTE: Your pitch should be practiced and brief, one to three sentences that you can say in 60 seconds or less without rushing. It is a teaser, not a synopsis. Author Nathan Bransford talks about writing pitches on his blog, but you can find numerous other posts on the topic online. Also, do NOT bring your manuscript to the pitch. The pitch is verbal only. If the agent or editor requests to see your manuscript, they will tell you how to send it to them AFTER the conference.

Pitch times may not be changed on the day and cannot be rescheduled if you miss your slot. Aim to be in the pitch area five (5) minutes before your scheduled timeslot.

Agent/editor pitch/consultations can be purchased until the day of the conference. If they’re sold out, you can join the waitlist and we will email you if a spot opens up.

I’m an illustrator. How can I have my portfolio in the Portfolio Showcase and be included in the judging?

To be included in the Portfolio Showcase, you must sign up for it when you register for the conference (must be attending Saturday). There is a $5 fee. When you sign up, you are automatically entered into the judging for the showcase contest. If you do NOT want to be included in the judging, please check that box in your registration.

The Grand Prize winner of the showcase will have the opportunity to design a header for the Austin SCBWI website, enewsletter and Facebook Community Water Cooler. That illustration will be on display on Austin.SCBWI.org for the following year and included in a gallery of past headers going forward. The illustrator will be promoted along with their artwork, including links to their website.

Maximum size for standard portfolio: up to 14″ width (unopened) and height. For liability reasons, no electronic portfolios, such as iPads, will be allowed as part of the showcase. If you only bring an electronic portfolio, it will not be displayed and your reservation fee will not be refunded.

For full information about the Portfolio Showcase, go to this informational web page.

Are there other promotional opportunities for illustrators?

Yes! All illustrator attendees who are members of SCBWI may send us promotional postcards of their work to be included in the faculty gifts. Postcards must be a maximum of 6 inches by 8 inches and must be received by Illustrator Coordinator C.S. Jennings by April 13, 2019. Illustrators will receive information about how to submit their postcards after they register.

How can I be considered for the Emerging Voice Illustrator Mentorship?

Portfolio Showcase entrants are automatically entered for consideration for the Emerging Voice Illustrator Mentorship.

If you do NOT want to be considered, choose that option during registration.

What do I need to know about the Silent Auction?

Austin SCBWI is completely volunteer run, and the fees we charge are used to pay for our events, including the costs of bringing in qualified speakers, food, printing and more. We try to keep costs low for attendees, and to that end, we have other opportunities that enable us to raise funds, while you get something fun as well.

The Saturday of our annual conference includes a Silent Auction with items that you can bid on.

Items that you win at the conference MUST be claimed and paid for by end of day Saturday, May 18, 2019. We will not mail any items to winning bidders after the conference. If you are not available to pay for your item, it will go to the next bidder.

Payments can be made by cash, check or credit card.

For more information about our Silent Auction and what will be available to buy, view the dedicated web page.

How can I donate to the Silent Auction?

First, THANK YOU! Donations help us have a robust Silent Auction for bidders and is a wonderful way to support your Austin SCBWI chapter. To donate an item for the Silent Auction, please email auction coordinator Susan Pope. Look at our Silent Auction page for more information.

I’m published. How can I get my book in the conference bookstore?

The Barnes & Noble Arboretum location is hosting the bookstore at our conference. Books by faculty members as well as published member attendees will be available for sale. To make sure your book is in the conference bookstore, all you need to do is check the “I am published” option on the registration form by May 1, 2019. Your information will be forwarded to our contact at the bookstore. Please do NOT contact the bookstore separately about the conference. If you have any questions, you can email Regional Advisor Samantha M Clark at austin@scbwi.org.

If Barnes & Noble Arboretum cannot get your book through their usual distribution channels, we will let you know and you will be able to bring copies yourself to sell at our conference. An Author Table will be available where authors may sell their own books, both traditionally published or self-published. The conference bookstore is only available on Saturday, May 18. A book signing is scheduled at the end of the day and there will be spots for attendees at the signing tables on a rotating basis. Please bring your own tent card or a copy of your book to stand up so other attendees can find you.

This does not answer all my questions. Who can I ask for more information?

If you have any other questions, please email Austin SCBWI Assistant Regional Advisor Gayleen Rabakukk.

Important dates:

March 31, 2019 – Last day for discounted early-bird pricing

April 1, 2019 – First day to submit illustration sample to Illustrator Coordinator C.S. Jennings for Sean McCarthy’s Saturday breakout session, “First ‘Pages’ For Illustrators” (Read details on the schedule)

April 1, 2019 – First day to submit query letter to Assistant Regional Advisor Gayleen Rabakukk for Ann Rose’s Saturday breakout session, “Quelling Your Query Conundrums” (Read details on the schedule)

April 6, 2019 – Last day for full refund

April 13, 2019 – Last day to sign up for manuscript and picture book dummy critiques

April 13, 2019 – Payment deadline for manuscript and picture book dummy critiques

April 13, 2019 – Submission deadline for manuscript and picture book dummy critiques

April 13, 2019 – Last day that we can receive promotional postcards by SCBWI member illustrators attending the conference

April 15, 2019 – Last day to submit query letter to Assistant Regional Advisor Gayleen Rabakukk for Ann Rose’s Saturday breakout session, “Quelling Your Query Conundrums” (Read details on the schedule)

April 28, 2019 – Last day to book hotel for discounted price

May 1, 2019 – Last day for published members to register and have their books considered for sale in the conference bookstore.

May 1, 2019 – Lastt day to submit illustration sample to Illustrator Coordinator C.S. Jennings for Sean McCarthy’s Saturday breakout session, “First ‘Pages’ For Illustrators” (Read details on the schedule)

May 17, 2019 – Last day for online registration

May 18-19, 2019 – Conference days

Click here to register for the conference.

We look forward to seeing you in May!