Writing conferencescan be a great wayfor beginning word-smiths to learn the

ropes and for established writers tofurther their careers. Large nationalconferences tend to get the most buzz,but smaller regional conferences canalso have much to offer. In fact, maybeyour writing group should host one.

Mine does, and it's proven to bean amazing endeavor.

In 2003, Triangle Area Freelancers(triangleareafreelancers.org) wasformed in Raleigh, N.C. Today, it hasmore than 60 active members. Earlyon we talked about hosting a one-daysymposium for nonfiction freelanc-ers, and in 2008 we made that dreama reality. Write Now! has been anannual spring event ever since.

Why host your own writing con-ference? The most obvious rea-son is a dearth ofliterary events inyour area. TAF started Write Now!to meet the underserved needs ofNorth Carolina's nonfiction writingcommunity. We saw a group eagerfor information and networking, anddecided to reach out.

BY DON VAUGHAN

Calling All Writers!Follow these 10 foolproof tips to launch your own regional writing conference.

Hosting a writing conference ofany size is hard work, but the ben-efits can be tremendous: greaterregional awareness of your orga-nization, the opportunity to learnfrom industry professionals and thesatisfaction that comes from helpingother writers.

If you think it's time for yourorganization to take the next big step,consider these 10 tips:

1. Establish a dedicatedsteering committee. Give your-

8 I WRITER'S DIGEST I November/December 2011

selves at least six to eight monthsfrom first discussion to the day ofthe event. In fact, the more time, thebetter. Plan, plan, plan.

2. Make sure you have sufficientseed money. Depending on thesize and scope of your event, I'dsuggest having $500-1,000 in thebank to start. To get an accuratefigure, tabulate your anticipated pre-conference expenses, and then add15 to 20 percent for the unexpected.

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conference by charging its membersannual dues. Additional fundingsources include possible sponsor-ships, regional arts grants and phil-anthropic benefactors.

3. Select an appropriate venue.TAF's conferences have been heldin association with Wake TechnicalCommunity College in Raleigh,which offers a convenient centrallocation, ample parking and a rela-tionship that provides statewidecredibility. Other options includehotel meeting rooms, local confer-ence centers and regional libraries.

4. Promote! Promote! Promote!Because TAF doesn't have deep pock-ets, we concentrate on free promotion.We blanket the region with brochures,use social media and place announce-ments in community calendars.

Opportunities for inexpensiveconference promotion abound. TheNorth Coast Redwoods Writers'Conference (ncrwc.org) in CrescentCity, Calif., draws attendees witha comprehensive website, promo-tional mailings and a listing withthe Association of Writers & WritingPrograms' Writers' Conferences& Centers directory, among otherefforts, says Ken Letko, a member ofthe event's steering committee.

Meanwhile, the Roanoke RegionalWriters Conference (hollins.edu/roanokewriters) in Roanoke, Va.,has had success tapping traditionalmedia and social media, especiallythe blogosphere, reports founderDan Smith.

5. Get the strongest presentersyou can afford. For Write Now!

2011, TAF brought in veteran NewYork literary agent Rita Rosenkranz,who presented a session on theauthor-agent relationship and hosteda workshop on writing an irresistiblenonfiction book proposal. She was ahuge draw who helped us sell out forthe first time, and was worth everypenny we paid for her appearance.

Presenters' fees can vary widely,with the bigger names chargingmore. We learned this the hard waywhen we approached a nationallyknown, locally based writer to beour keynote, only to be told that shecharged $2,000 for a speaking gigand wasn't willing to negotiate.

Fortunately, many presenters aremore than happy to work within yourbudget, so don't hesitate to ask. Butexpect to pay at least several hundreddollars, plus hotel and airfare.

erages. Registration for the RoanokeRegional Writers Conference includesa wine reception and lunch. At thevery least, your conference shouldprovide coffee and bottled water.

"Big box" discount stores such asCostco, BJ's and Sam's Club may beyour best bet for affordable food. Asfor equipment, it's often cheaper topurchase certain items outright tosave the annual cost of renting them.

6. Give attendees a choice. TAFhas found that two concurrent tracksof programming-one aimed at nov-ice writers, the other at experiencedprofessionals-provide a satisfy-ing mix. Tracks can also be dividedinto fiction and nonfiction, craft andbusiness, or by genres. TAF provideshandouts for every session so attend-ees have something to take homefrom presentations they can't attend.

7. Make your conference afford-able. TAF set the fee for WriteNow! at $59, with a $10 discount forseniors and students. The RoanokeRegional Writers Conference charges$55 for 24 classes over two days.

8. Don't forget the amenities.TAP's registration fee includes a conti-nental breakfast, box lunch and bev-

9. Enlist plenty of volunteers.They're the lifeblood of a successfulconference because they ensure thateverything runs smoothly. You maychoose to recruit volunteers fromyour writing group, or solicit themthrough an online posting.

Assign volunteers specific tasks,such as manning the registrationdesk, making coffee or introducingpresenters. And try to reward themin some way. Volunteers for WriteNow!-all of whom are TAF mem-bers-receive free conference admis-sion and are encouraged to attendsessions between duties.

10. Provide an evaluation formand act on the feedback youreceive. The form doesn't need tobe lengthy, but it should ask attendeeshow they learned about the confer-ence, which sessions they liked themost and the least, and what topicsthey'd like to see at future conferences.

To that end, Letko advises first-time conference organizers: "Makesure everyone leaves the conferencewith new ideas, new connections andnew excitement about writing:'

Don Vaughan (donaldvaughan.com) isa North Carolina-based freelancer andfounder of Triangle Area Freelancers.

A JOIN THE CONVERSATION: In your opinion, what would the ideal writing conference feature? Help those about to start their ownW events by weighing in on the discussion forum at community.writersdigest.com/forum.

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