Preparing for a Conference

Once you are active in the writing and submitting process, you will be networking more and more.  You know the importance of getting your name out to the public before you publish, so when you do publish, your name will be recognized.  By now, you've probably connected with writer's groups in your area.  But how about local conferences?  It's a great place to start meeting other writers and connect with editors and agents on a more personal level than at national writer's conferences. 

Later this week, I will be attending the Chicago-North Spring Fling conference.  I already know some of the people who will be attending.  But I'll meet many more.  In order to make the most of the conference, I will go prepared. 

First, as with all conferences, I will confirm the dates and times of the conference, arrange any necessary travel (taxi, airplane, etc.) and confirm my hotel reservations if staying overnight.  If driving, I'll print out driving directions, even though I have a GPS, because it's not always accurate.  I write the phone number of the conference site or hotel on the directions in case I get lost or traffic has me delayed. 

Before I pack, I check the dress code, and select outfits accordingly.  I always bring an extra set of clothes just in case there is a wardrobe malfunction or other emergency.  I pack outfits that coordinate with each other to keep shoes and accessories to a minimum.  And I always pack a sweater or shawl, even in the middle of summer because conference rooms are usually cold.  Bottled water is a must to keep me hydrated.

Once I'm taken care of, I collect all the business-type items I will need, like notebooks and pens, and a bag or tote to carry everything.  Even though the hotel or conference sometimes supplies these items, I don't want to take the chance, so I come prepared.  If I'm presenting, I'll need my laptop, or at least my presentation on a flash drive, my notes, a newsletter sign-up sheet, and any giveaways or handouts I'll have for the audience.  I always check with the coordinator to see what guidelines they have for promotion/advertising.  I also like to bring my name tag, just in case there is an error with the conference tag.  My camera is optional, as I can use my phone for that also.   

Most important, I'll bring plenty of business cards.  This is vital when meeting someone.  It gives both of us a way to connect after conference.  When first meeting someone, I ask for the other person's card first before offering my own.  After accepting their card, I take the time to make a notation on the back, identifying where I met the person, what they write, and any other interesting facts about them.  For example, if I meet another historical writer who has been to London recently and talked about the wonderful book stores there, I'll write that on the card.  When I'm planning my own trip, I can look through my cards for the "London book stores" note, then drop the person an e-mail and ask them for the names of the stores.

I'll probably meet agents and editors at conference.  If he/she hands me their card, and mentions they like Victorian romances, I'll write "Victorian" on the card. Then, when I'm ready to submit, I'll try them first, since I know they like the time period about which I write.

I maintain a professional image at all times while at conference.  I never talk about anyone in the industry (unless it's good) in the elevator or at gatherings.  I don't know who knows whom, and might take it back to that person.  The writing industry is small and I don't want to give bad impressions to anyone.

Finally, conference doesn't end when I walk out the door.  If an agent or editor asks for a submission, I send it out as soon as possible.  I also drop a note to those persons whose cards I collected and thank them for their time.  This is a good time to invite them to visit my web page, "LIKE" me on Facebook, sign up for my newsletter, or follow my blog.   I don't ask for this all at once, though!  I'll usually invite them to visit my web site, then add links to the rest in my email signature. 

Writing is fun, and competitive!  Being prepared can make the difference between failure and success.

The Business Side of Writing

Writing is a solitary profession. We sit at home in front of our computers, write our articles or manuscripts, then send them off in an email to an editor or agent. Unless we attend conferences or meetings, we rarely come face to face with others in the world of writing. But when we do, whether it's publishers or fans, it's imperative that we make a good impression.

Manners can make or break a relationship. Being considerate and respectful of others, shows sincerity in wishing them well. Making others feel good will make you feel good.

Here are a few tips for maintaining professionalism in a business setting.

Nametags--that innocuous little addition to your carefully planned wardrobe that becomes suddenly garish on your silk blouse. But they have a purpose, and can better serve that purpose if handled correctly. First of all, print your name clearly. Do not use script. A printed name is easier to read. If you want to be referred to by your first name, print it larger than your last. If you want others to refer to you by your title, include it on the nametag. Always wear the nametag on your right shoulder or lapel. It is easier to read when shaking hands with someone.

Meeting Colleagues--First opinions are instant, therefore you must be poised and gracious, your speech and actions confirming a favorable opinion. How do you do this? Make the other party feel as if he or she the most important person in the room. Look them in the eye and stand still. Don't rock back and forth on your heels no matter how nervous you are. Speak clearly and in complete sentences. Shake a hand if it is offered. In the work force, the highest-ranking person would initiate the handshake. That may be you, so feel free to do so.

Introductions--It is a common business practice to introduce oneself with first and last name only, although persons who have worked hard for their titles sometimes use them. Rank plays a role in introductions, but customers rank over everyone except dignitaries when it comes to business. The lower-ranking person is introduced to the higher-ranking person. The subordinate to the boss, the colleague to a customer. Verbalize the highest-ranking person's name first. For example, if Sue is the colleague and Mary is the customer, the introduction is as follows: "Mary, I'd like to introduce Sue to you. Sue, this is Mary."

Err on the conservative side when addressing a new colleague. Use their title (Mr., Ms., etc.) until they give you permission to address them by their first name. Never take the liberty of using a nickname unless it is offered. Be sure to repeat a name in greeting and during ensuing conversations. Not only will the person appreciate it, but saying it helps you remember the name for the future.

After the initial introduction, move on to small talk. Ask how they are, then add a compliment or other statement. In the business world, this should not be personal, that is, relating to clothes, family or the like. Also, in a group of people, never single out a person and compliment them. If you must compliment someone, compliment the group as a whole.

Conversations--A good rule of thumb is 'Think before you speak.' Listen to what others are saying before you jump in. Stay away from negative comments. Be generous with praise and careful of criticism. Be considerate of other's feelings. Avoid slang, and don't dominate the conversation. And by all means, be discreet. Confidences are just that--confidential.

Deadlines--Not only should you be on time to work or for appointments, you should meet any deadlines and keep any promises you make. Emergencies sometimes creep up, but if you have a reputation for reliability, you will more likely be granted that extension you need.

Dress--While acceptable attire varies from business to business, there are some general guidelines to help choose the wardrobe right for you. Look at what your boss or supervisor is wearing and dress similarly. Keep as conservative as possible. Shorts don't belong in the office setting, nor do gaudy nails or glitter and sequins. Skirts should not be higher than just above the knee, or fall below mid-calf. Shoes should be well kept, with heels no taller than two to three inches. And that perfume you love so much? Wear it for your enjoyment only.

So the next time that editor meets you at a conference, smile, shake hands and say hello. Make them feel as important as they are. You will be remembered not only for your manuscript, but also for your manners. Make that lasting impression a favorable one. Once back in your hotel room or home, you can kick back, relax, throw on the jeans and have that chewing gum again.