15 Tips to Make the Most of Your Next (or First!) Writers’ Conference…While at the Event

Ann Kroeker, Writing Coach

I made a last-minute decision heading to the most recent writer’s conference I attended. I’d planned to take my classy, professional, sleek gray backpack that I’d purchased to replace the original purple one I mentioned in an earlier episode.

As I loaded it, I realized that to stay fortified, I needed to carry snacks and lunch each day—maybe even dinner—and it wouldn’t all squeeze into the professional-looking slim gray bag. I needed a bigger backpack. I dug around in my closet and found an older, different, ridiculously large purple backpack that I use for long trips.

It wasn’t professional-looking at all, but my lunches would fit just right, so I showed up at this much anticipated writing festival with a purple backpack after all, and podcast listeners attending the conference would stop me.

They’d heard the episode about planning and packing for a writing event. They’d shout, “The purple backpack!” and I’d say, “You’re a listener!” and we’d have a great time talking about writing.

So that’s my first of 15 tips, some of which are super practical, like this one…

Tip #1: Make sure your bag is big enough

Test your bag to ensure it’s big enough to hold all the things you plan to carry with you each day plus whatever swag you collect along the way…even if you’re not going to look as professional as you’d like.

And don’t worry if your bag is a bit odd. People really do recognize you in a crowd if you have a memorable bag, purple or otherwise.

Tip #2: Tuck your business cards behind your name tag

Someone shared this pro tip with me years ago: When you go up to the registration table, you’ll get a name tag attached to a lanyard. Pull out five or six business cards and tuck them behind your conference-designed name tag in the plastic holder clipped to the lanyard, facing out.

1. When the tag inevitably spins around, people can always see your name—one side is your name on the conference-designed name tag; the other, if it flips around, will show the front of your own business card.
2. Your cards will be convenient to slip out and hand to someone without fumbling around in a bag.
3. You can tuck other people’s business cards behind yours when you swap to avoid losing them; at the end of each day, pull out other people’s cards, add their names to your contacts app, and replenish your own cards for the next day.

Tip #3: Decide which sessions to attend

If you haven’t already, plan which sessions you want to attend and mark those in your conference binder.

I choose sessions featuring industry experts I want to learn from or people I admire. This could be authors or publishing house representatives like a marketing executive or an acquisitions editor.

Circle the sessions you think are ideal for you.

But…

Tip #4: Stay open to adapting the plan

Making a plan but staying flexible can help you feel less rigid, more open to serendipity. Or as Laura Fabrycky suggested I share with you, “Stay open to interruptions and sheer surprises.”

One morning at a recent conference, I planned to attend poet Christian Wiman’s session. In fact, I’d made tentative plans to meet up with a friend. I needed to allow a five- to ten-minute walk from the main gathering area.

As I was making tea, I got to talking with authors Summer Joy Gross and Lori Melton. Summer’s book was about to be released and we had not seen each other in person for several years. Then Lori and I connected at a conference years ago and we were enjoying these moments to catch up.

We were deep into the conversation when I looked at my watch and realized there was no way I would make it to see Chris Wiman—or I’d have to slip in late.

Summer asked, “Are you going to the Madeleine L’Engle session?”

“What do you mean the Madeleine L’Engle session?”

“Her granddaughter’s speaking about an unpublished book. It’s in this building in the Board Room.” Well, that I could make on time.

I had read the conference schedule, but somehow it didn’t sink in who Charlotte Jones Voiklis was, so I followed Summer and Lori to the session, texted my friend that I’d lost track of time, and ended up loving every minute. I’m glad I stayed open to “sheer surprises.”

Thankfully, the friend who attended Chris’s session said it was just what she needed.

Another time I went to the wrong room and ended up in a session other than the one I intended. But it, too, provided me with just what I needed.

We can make our plans, but it’s okay to alter those plans—especially if we choose an opportunity that presents itself that leads to rewarding interactions and unexpected outcomes. Even mishaps and miscalculations can yield surprising results—the “wrong” room may turn out to be the “right” room.

Tip #5: Say “Hi” to at least one person

Writers can be dreadfully shy. Challenge yourself to say hello to the person next to you in each session. That person may be as nervous as you are, but this is a big reason to attend these events—to meet people.

Who knows? Maybe they’ll become famous later. You might meet a writing friend or connect with someone who becomes an endorser of a book you’ll release in a couple of years. Be brave and say hello.

If you chat for a few minutes and it seems appropriate, hand that person a business card and invite them to stay in touch.

Tip #6: Ask “What one specific question will I ask?”

When you’re in a session, listen closely, take excellent notes. If you’re new to publishing, write down terminology that’s new to you so you can look it up later.

As you’re listening, think to yourself, If there’s a Q&A…

What one specific question will I ask?

This question should be based on what they just said, demonstrating you were listening intently—that you truly care about what they were saying—and you’d like them to elaborate on something, or clarify a point.

Make this question short, specific, and different enough that it’s not an obvious question that anyone might ask.

And make sure you really want to know the answer.

Write down your question.

Tip #7: Ask your one question

Option A: Ask in front of everyone

Usually at the end of a talk, the audience gets to ask questions.

Depending on the size of the room, the organizer might pass around a microphone, or audience members walk up to a microphone on a stand and wait in line to ask their questions. If the room is small, audience members might just raise their hands and speak up so everyone in the room can hear them.

Good thing you’ll follow through with Tip #6 and write down your question, because you might get nervous and worry that you’re going to fumble.

Let’s say they call on people in the crowd.

Raise your hand.

When they call on you, stand up (this makes it easier for people to hear and see you).

If the organizers set out a mic on a stand, go to it. Wait in line.

When it’s your turn, state your full name. “Hi, I’m Ann Kroeker.” What this does is it puts a name with your face. Later, they may remember Ann Kroeker, the person who asked that question…and carried a purple backpack.

Don’t add a preamble or spend a lot of time thanking them. After you introduce yourself, simply smile and ask the question.

Option B: Ask after the talk at the front of the room

In some instances, there’s no Q&A but you might have an opportunity to go down to the front and interact with the speaker after the talk.

If they seem open to chatting with people, head down there with your question in hand. If others are milling around, shaking hands, asking questions, watch for your chance—don’t be too scared or shy.

Introduce yourself.

Ask the question.

Have your business card at the ready in case they ask (which is easy enough if it’s in your plastic name tag holder, right?).

If no one else is waiting and the speaker doesn’t seem to be in a hurry, you could, maybe, continue chatting because sometimes your question leads the conversation in a certain direction and they have a story to tell you or advice to give.

Now you’re more than a random audience member. Now you’re one literary person chatting with another.

This is one of the many things that is magic about in-person events.

Option C: Ask your question if you bump into them

There may be many reasons you didn’t get to ask your question during the session.

Maybe they didn’t offer a Q&A. Or they did but you didn’t get a chance to ask your question before everyone else did. Or maybe the speaker rushed off to their next appointment. You may still have a chance.

Faculty are brought into these events to offer input, to give their talks, to encourage writers, to answer questions. Sometimes they’re sitting at a lunch table and they’re supposed to be there to meet and interact with attendees.

As an attendee, find an open chair at the table. Introduce yourself, chat with them, and ask your question.

Find yourself standing next to them at the coffee station? Introduce yourself and ask your question then.

If this person is a literary agent or an acquisitions editor, you may be tempted to pitch.

Oh, friend, resist!

Unless they ask what brought you to the event or what you’re working on, okay, then, by all means, share your hook. If they’re interested and ask for more, follow their lead.

But don’t haunt or hound any faculty (actually, don’t haunt or hound anyone, to be clear).

Most conferences warn people, “Don’t follow agents into the restroom and talk to them outside a closed stall door.” Everyone laughs, but they say that because it happens. It really does.

Be patient. At many writing events, you’ll find an occasion to chat in a more appropriate location.

Why the one specific question?

You might have multiple questions, and that’s great. If you have a lunch table chat, you might get to ask them all.

But some people are too nervous to ask even one question, and they might miss a chance to connect if they don’t write that out ahead of time. And limiting it to one keeps you from accidentally dominating that brief time of Q&A by asking too many questions.

Be yourself, be relaxed, be real. You’ll leave a good impression as a real human who obviously enjoyed what the speaker had to say. Why else would you ask such a specific, pertinent, and thoughtful question, right?

Asking it is a way to connect as humans who love literature, who love words, who love ideas and writing. It’s a way to compliment their work and thank them for being at the event without having to actually compliment or thank them. Simply asking the question does all of that.

Tip #8: If you can’t connect with the main person, connect with their friend

You see that famous author and you want to introduce yourself and ask a question, but as soon as their talk is over, they head out the back way.

Notice if they’re traveling with anyone. Do they have an assistant, friend, or family member with them? If that person seems approachable, sidle up and say hello. Introduce yourself. Ask innocuous questions about their work—the assistant’s work—and maybe you’ll learn something about their role that interests you.

And maybe while you’re chatting with them, you can say you had a question you hoped to ask. Is there a time during the conference when that speaker will be taking questions?

This person will know.

Who knows? Maybe they’ll put you in contact with that famous author for a few minutes later in the day or later in the event. If not, it’s always good to meet the assistants and friends, because they’re often the ones who can open doors for you later.

Tip #9: Decide how late you’ll stay up

At the end of every day of the conference, you’re likely going to be exhausted from walking around all day, from taking all those notes, or from enjoying the social interaction if you’re an introvert.

You may be excited by publishing potential or overwhelmed by all the flood of information. You may be discouraged, thinking you’re not ready.

You may want to curl up in your hotel room to rest and rejuvenate for day two of the conference.

Then someone invites you to join them for dinner or to go out for drinks with a group of poets.

Decide in advance what you’re going to do—then try to gauge if you’ll stay open to those invitations or if you’ll kindly turn them down.

Tip #10: Plan ahead with your traveling companions

Attending writing events with a friend or friends adds layers of fun. You can swap ideas, go to different sessions, introduce each other to people you meet.

You’ll want to discuss how to handle energy levels. Some of your traveling companions may want to retire early; others might be ready to stay up late and party. Have the conversation sooner rather than later about who’s going to do what.

If you ride together, work out what to do if one of you gets an invitation and the others don’t. Will they need the same invitation—is that possible? Can they get to the hotel without you if you go out with other people?

Discuss potential scenarios in advance to avoid frustration. Work with them on alternative transportation. If you’re the one depending on others, create contingency plans related to logistics.

Tip #11: Take selfies & group photos

Even if you don’t normally snap selfies, take some with speakers and other writers you meet. Get their contact information and permission to share on social media.

If you swap business cards, take a quick peek. Is their photo on there? No? Scribble something on the card to remind yourself who they are and you can make the connection when you share it.

During or after the event, be sure to tag that person if you post it somewhere online. If you have a particularly nice photo you don’t share, that gives you a reason to email it to them.

Tip #12: Enjoy your pitch session

You’ve practiced your pitch for weeks. You had a friend help you design a memorable One Sheet. Now you’re at the event and you can hardly concentrate because you’re so nervous, afraid it’s your one-and-only chance at a yes.

Relax

First, relax. That’ll help your pitch, and it’s not your one-and-only chance. You’ll be able to connect with agents in many different ways, even submitting through their online portal after you get home.

Wait for the appointment to pitch

If you happen to interact with the person you’re pitching beforehand, don’t pitch them then. Simply tell them, “I’m your two o’clock tomorrow!” That brief interaction gives you a more comfortable starting point when you do meet, because the initial introduction is out of the way.

Don’t be late

Show up a little early at check-in (or whatever that event’s system is).

Let them lead

When you’re able to join them at their table, walk up, smile. Let them kick things off. Chances are, they’ll ask you to tell them what you’re working on, and that’s your cue to share your hook.

Pitch and pause

When pitching, start with your hook and then pause for the agent or AE to ask questions. Be ready to summarize your book’s description and your platform, then avoid anything else overly memorized or practiced. Overall, you want this to be a normal conversation about the project and about yourself.

Save the One Sheet until the end (unless asked)

You want to connect with them as you chat, so hand them your One Sheet at the end, not the beginning. Unless they ask for it, of course. Think of it as something to leave behind rather than something to hand to them before you begin. Otherwise they’ll be tempted to look at it while you’re talking instead of interacting with you. They can look at the One Sheet later.

Tip #13: Make lists at the end of each day

It’s tempting to think you’ll retain everything you learn, but as one session follows another, the information starts to blur and get lost.

At the end of the day, take a few minutes to process the day and jot down key ideas you want to carry with you into the next day and post-conference.

For example, did you learn about “platform” from one of the speakers? Write down any action steps they recommended so you can follow through with them when you get home.

I recommend converting notes into simple lists of action points and quotable quotes—excerpts from speakers you might want to share on social media (when you’ll tag them and use the event hashtag for wider reach).

Also, keep a list of people you want to follow up with after the event. Do you want to email them or mail them a letter? Make a note about what you want to do when you get home.

Follow everybody on social media that you met that day, because that’s a fun way to stay in touch right away and say hello. You could DM them a little greeting if you have a few minutes, saying how delighted you were to meet them.

If you don’t have much time or energy at the end of a day: Identify the one thing you’re going to implement from each session.

Tip #14: Do this when you get home

It’s easy to attend these things, get hit with the fire hose of information, and then do nothing with it. I want you to make the most of your investment of time and money.

Decompress

But first, when you arrive back home, toss some laundry in the machine and give yourself time to decompress.

Work through your lists

Then follow through with those end-of-day lists. Work through them or make a plan to work through them.

Write letters

This is a good time to write letters, while your ideas and the recipients are fresh on your mind (and you have their addresses spread out when sorting business cards).

If you had a pitch session—no matter how you felt it went—send a note to the literary agent or AE, thanking them for their time and advice.

Did you make a new literary friend? Send them a note or email to say how glad you are to have made that connection. Don’t be afraid to propose an idea. For example, if you want to form a writing group with people you meet at the event, ask them if they’re interested.

In fact, write a note to each speaker you met who shared their contact information, every literary agent you pitched, every acquisitions editor you connected with. This is a great time to do so, because they’ll get it shortly after they get home, too.

Follow on Social

Follow and interact with people on social media.

At the last event I attended, I noticed many people put all their photos together into a vertical video and posted it as an Instagram Reel or TikTok after the event. A few people posted in Stories.

If you took selfies with others (see Tip #11), send them a copy via email and/or share on social media.

Document in Your Journal

If you didn’t have time to journal during the writing event, document anything significant in a diary or journal, now that you’re home.

Tip #15: Update (and send) your proposal

Did someone request your proposal? Excellent!

Based on what you learned from speakers and in pitch sessions, you may want to tweak your book proposal, One Sheet, or query. Then send it off!

They’ll have many proposals to go through, so give them plenty of time to review, but congratulations.

Reach out to agents you didn’t get to pitch

If you realized a literary agent at the event seemed like a great fit but you didn’t get a chance to pitch, go ahead and reach out and let them know you were impressed with their session and you were sorry you couldn’t meet.

Let them know you plan to follow the steps outlined on their website to query or submit your proposal, and they might be more likely to notice it when it shows up in their system or inbox.

Update your website based on what you learned

You might also update your About page after getting ideas in one of the sessions you attend, so it looks good when people search your name or click through from your proposal. Maybe you’ll want to change the wording on your Home page or your newsletter signup form.

You learned a lot at the conference, but you won’t be able to take all the advice all at once.

Create a punch list to work through

Create a punch list to work your way through over time. Improve, tweak, add, subtract.

Make your proposal and your online presence the strongest possible with your newfound knowledge and the advice you absorbed.

The Joy of Spending Time with Writers

At the event where I ended up in the session led by Madeleine L’Engle’s granddaughter—a session I hadn’t even selected—I reconnected with old friends and met some new friends.

After the closing keynote, I drove the five hours home with a contented smile on my face, thrilled to have connected with word-lovers from all walks of life.

That’s what I hope for you too—I hope you leave any event you get to attend with a contented smile on your face, happy to connect with word-lovers from all walks of life, ready for your next steps.

It’s truly a joy to spend time with writers. Now load up that backpack and have fun!

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Resources:

This post is one of three for writers heading to their next (or first) writing event (you can listen to them by clicking the player or subscribing to the “Ann Kroeker, Writing Coach” podcast, episodes 268, 269, and 270):

• Perfecting Your Pitch Masterclass (led by literary agent Cynthia Ruchti)
• How to Choose Your Next (or First!) Writers’ Conference
• Prep, Plan, and Pack to Get the Most out of Your Next (or First!) Writers’ Conference, and this one,
• 15 Tips to Make the Most of Your Next (or First!) Writers’ Conference…While at the Event
• Craft Your Book’s Big Idea (free 3-day challenge)
• Explore full book proposal development support with me: Your Compelling Book Proposal
• Occasionally I have the honor of being on faculty at writing events. The best way to find out where I’ll be is to subscribe to my coaching newsletter at annkroeker.com/connect.

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