FAQs and Fees

PLEASE NOTE: We are a fragrance-free conference. Please be considerate to others around you and refrain from wearing perfumes, colognes or strongly scented lotions. Some reactions can be life-threatening. Your fellow conferees appreciate your thoughtfulness!

2017 OCW Summer Coaching Conference FAQs

August 15–18 (Tuesday through Friday)

 

Welcome! Whether this is your first conference or you’ve been to many, here are some

frequently asked questions and answers to help you prepare.

 

Registration & Opening Day

Q: How much does the conference cost?

 Full tuition includes all conference activities from 2 p.m. Tuesday through noon Friday, including lunches and dinners from Tuesday evening through Thursday evening.

 

The conference tuition for those who register through July 10, 2017

$550 for members

$595 for nonmembers

$350 for writers 23 and younger

You may opt to join OCW at the time you register online. After you enter your name and email address, simply choose Member (or adding membership) as your Registration Type.

After July 10 and before August 1

$595 for members

$640 for nonmembers

$395 for writers 23 and younger

 

August 1 through at-the-door registration

$650 for everyone

$420 for writers 23 and younger

 

We also offer part-time tuition rates for those who are unable to attend the full conference. Daily prices include the meals indicated and all conference activities on the day(s) of attendance. Daily tuition prices (which increase by $10 after July 10, 2017) are:

 

  • Tuesday $175 (includes dinner and evening keynote with Frank Peretti)
  • Wednesday $250 (includes lunch, dinner, and evening keynote with Tessa Afshar)
  • Thursday $250 (includes lunch, dinner, award ceremony, and dessert reception)
  • Friday $85 (morning coaching class, closing devotional with Frank Peretti, communion)

 

Q: Which events are available for individual ticket purchase?

 

  • Early-Bird with Michael Hauge: Tuesday 9:00 a.m.–2:00 p.m., $115 (includes lunch)
  • 6 p.m. Tuesday, Wednesday, or Thursday dinner, $50 each evening
  • Wednesday or Thursday lunch, $40 each day
  • 7 p.m. Tuesday evening: keynote address with Frank Peretti, $25
  • 7 p.m. Wednesday evening: keynote address with Tessa Afshar, $25
  • Tuesday, Wednesday, and Thursday evening dinner and keynote (Tu, W) and Cascade Awards and dessert reception (Th) package, $60 each evening
  • 7 p.m. Thursday evening Cascade Awards presentation and dessert reception, $25
  • Friday morning: Closing devotional with Frank Peretti, communion, $25

 

Note: All these events (except the Early-Bird session) are included in the registration fees for full-time and part-time conferees on the day(s) of their attendance.

If you have any questions about payment, direct them to Sue Miholer, the OCW business manager at business@oregonchristianwriters.org.

For all general conference questions, please contact Lindy Jacobs at conference at summerconf@oregonchristianwriters.org

 

Q: What time does registration begin on Tuesday?

—General conference registration begins at 2:00 on Tuesday and ends at 4:00. When you check in at the conference, you will receive your nametag, conference notebook, hotel map, and schedule.

— Registration for the pre-conference seminar, “Create Compelling Novels and Screenplays” with Michael Hauge, begins at 8:00 a.m.

 

Q: When can I get into my hotel room?

You can check into your hotel room at 3:00, or earlier if the rooms are available. If you can’t check into your room before Opening Orientation, we will provide a safe temporary spot to leave your luggage.

 

Q: When does the conference actually start?

Opening Orientation will begin at 3:30 in the Grand Ballroom, followed by the agent panel beginning at 4:45. There will be a short Newcomer Orientation at 4:00, the perfect time to ask questions and get advice from our welcoming team.

 

Q: Where can I can go to ask questions during the conference?

 

The Hospitality Desk near the OCW bookstore is the one-stop location to ask questions, sign up for a photo session, pick up a manuscript, or find a lost item. The Hospitality Desk will be open Tuesday evening after the keynote until 10 p.m. After that, the Hospitality Desk will be open 8:00–5:30 daily and for the half-hour (6:30–7:00) before evening sessions. The hotel’s front desk is the place to go if you have questions regarding your room – a light bulb out, the need for towels, etc.

 

Manuscript Submission Program

 

Q: When and where can I pick up my manuscript(s)?

If you submitted manuscripts as part of the Manuscript Submission Program, you can begin to look for your returned manuscripts at the Hospitality Desk after the Tuesday evening keynote until 10 p.m. and again Wednesday morning beginning at 8:00. Some manuscripts are returned Tuesday evening and others are not delivered until Wednesday morning.

 

Q: How will I know if the editor or agent I submitted to as part of the Manuscript Submission Program wants an appointment?

 

If the agent or editor is interested in meeting with you, he/she will note on the evaluation/response sheet (returned with your mini-proposal) that you should make an appointment with him/her. Those who participated in the Manuscript Submission Program and receive invitations to make appointments will have an opportunity to visit the Writing Center to sign up for those appointments Wednesday morning before general sign-ups begin. Please bring your response sheet with the invitation. Some editors and agents will be available in the Writing Center Wednesday morning. Editor and agent appointments will open to all conferees at 1:00 on Wednesday.

 

Q: Can I make an appointment with the editor I submitted to if I didn’t get an invitation?

If an editor or agent doesn’t invite you to make an appointment, it could be because they already have a project that is very similar to yours. We recommend that you sign up to meet with another editor or agent who may be looking for a project like yours. We also recommend making an appointment with one of our pro writers or freelance editors for instant feedback.

Q: I missed the manuscript submission deadline. Can I bring my mini-proposal to show to an editor or agent at the conference?

 

You can sign up for an on-the-spot appointment with an editor or agent in the Writing Center to “pitch” your project Wednesday at 1:00 when general sign-ups begin. It is possible the editor will ask to see a writing sample or ask you to send a proposal after the conference if your manuscript fits the company’s publishing needs.

The Writing Center

Q: How does the Writing Center work?

 

The Writing Center opens for general sign-ups beginning Wednesday at 1:00. The Writing Center will be open Wednesday afternoon from 1:30–4:30, and Thursday from 10–noon and 1:30–4:30. Conferees can also sign up for 15-minute appointments with book and magazine editors and agents to pitch ideas and articles. Pro writers are also available for 15-minute on-the-spot critiques.

 

Q: When can I sign up for appointments in the Writing Center?

 

Editor/Agent Appointments: If you submitted a manuscript through the pre-conference Manuscript Submission Program and received a request for an appointment when you picked up your manuscript at the Hospitality Desk, you may sign up (for that appointment) on the appointment sheets outside the Writing Center beginning Wednesday at 9:00 a.m. Others who participated in the manuscript program may sign up for another choice beginning at 11:00. Some editors and agents will be available for appointments Wednesday morning from 11 until noon. General sign-ups for all conferees begin at 1:00, and the Writing Center opens at 1:30.

 

Q: What should I bring with me to an editor or agent appointment?

Editors and agents will be interested in hearing about you and your writing projects. Study the Book Editor, Magazine Editor, and Agent web pages to see “What we’re looking for” information for each publication or agency to be sure your work is a good match. At the conference, an editor may ask to see a sample of your writing, a proposal, a “one-sheet” (a single-page document summarizing your book that could be used for marketing), or even a full manuscript. Be sure to include your contact info on any material you give an editor or agent. Many sales occur as a direct result of discussions that take place during the conference. You might also carry business cards to share.

Mentor appointments (one per full-time conferee) also take place in the Writing Center, but only during the afternoon from 1:30–4:30. These half-hour appointments with experienced authors give conferees an opportunity to ask for next-step advice or show writing samples. In late July, registered full-time conferees can choose a mentoring author, one per conferee. You’ll receive a confirmation of your mentor in your registration packet when you arrive at the conference. Note: Imaginative Fiction Premium coaching class students will be mentored by their coach. If you missed getting a mentor before the conference, use the schedule sheets on the clipboards in the Writing Center to sign up for an open appointment.

 

Q: How can I prepare for a mentor appointment?

 

Next-step career appointments with professional authors provide the opportunity to ask advice about craft, marketing, goal-setting, etc. Bring a page or two of your writing and the answers to these five questions:

  1. What kind of writing are you doing?
  2. How long have you been writing?
  3. What do you want to achieve with your writing?
  4. What is the biggest thing preventing you from achieving this goal?
  5. How can your mentor help you today?

 

Q: How can I choose a mentor and when?

 

Registered full-time conferees will receive an email in late July inviting them to choose a mentor. Your mentor appointment notice will be included in your registration packet on opening day. If your mentor has filled his/her quota of appointments, you will have an opportunity to sign up for open appointment slots with another mentor in the Writing Center beginning Wednesday at 1:00. Often, mentors will add more appointments at the conference.

 

Q: Is it okay to leave in the middle of a morning class or afternoon workshop for an appointment?

 

It is perfectly acceptable to leave a coaching class or workshop for an appointment in the Writing Center. It is also fine to return to a class/workshop in progress.

 

Q: Will the conference be recorded?

Sound X Design will record all but a few of the coaching classes, workshops, panels, general sessions, and some of the “Nite Owls,” which are workshop-style classes that take place after the evening keynote sessions Tuesday and Wednesday nights. Conferees can pre-order the full conference recordings on a flash drive for $119 before the conference, and $129 at the conference. Individual classes or workshops will be available as MP3 downloads.

Conference Meals

 

Q: How do meals work at conference?

 

Lunches (Wednesday & Thursday) will be served buffet style and dinners (Tuesday–Thursday) will be plated. Meals at the conference are a special time of fellowship.

 

Editors and agents will “host” tables (look for their name signs on the tables), and you’re encouraged to sit at a different table at each meal in order to visit with more folks. Thursday lunch will be a “genre lunch,” where you’ll have a chance to make friends with other writers who write in the same genre. Look for signs on tables for fiction, speculative fiction, nonfiction, memoir, devotionals, flash fiction writers, poets, young adult, and children’s writers. Please be sure to wear your conference nametag to meals.

 

Note: Breakfast is not part of the conference schedule, and you are free to make your own plans. If you are staying at the hotel, there will be a refrigerator, coffeemaker, and microwave in your guestroom so you may bring your own breakfast items. There is a Safeway grocery store (with a Starbucks) about a block away. The hotel has a full-service restaurant that opens at 6:30 a.m., an espresso bar in the lobby, and room service. There are also fast-food restaurants within easy walking distance.

 

Q: How can I arrange to sit at an editor’s or agent’s table?

 

Editors and agents will “host” tables (look for their name signs on the tables), and you’re encouraged to sit at a different table each meal in order to visit with more folks. Often the editor or agent will go around the table and ask about each person’s writing. It’s a good rule of thumb to be generous and let others speak about their projects. Often authors will exchange business cards.

 

Q: Will I be able to bring my own special diet food to the dining room?

Many of you have let our conference registrar know about your dietary needs and other food issues. These are passed along to the chef and his staff. He is most accommodating and will prepare food based on these needs. (For instance, he uses rice flour in many of the dishes instead of wheat flour.) After you are seated, you will let the waitperson at your table know your name if you have let us know you need a special diet and you will be served a plate of food that accommodates your needs. Since lunch is served buffet style, you can pick and choose items that meet your dietary restrictions, and there will be gluten-free options.

 

You may eat your own food in your hotel room, but only food prepared by the chef can be consumed in the dining room.

 

Internet and Business Center

 

Q: Will there be Wi-Fi access at the hotel?

 

Wi-Fi Internet service is available throughout the hotel, including the guestrooms.

 

Q: Will I be able to make copies at the hotel?

 

There is a Business Center in the hotel with a printer if you’re printing a small number of copies. Your guestroom key gives you access to that room just off the main lobby. Bring a flash drive with anything you might want to print. If you have a lot of printing to do, we recommend you use the nearby Staples in the Jantzen Beach shopping center.

 

Hotel

Q: What is check-in time at the hotel?

 

Check-in begins at 3:00 p.m.

 

Q: When is check-out time?

 

Check-out is at noon. There is a break from 11–11:30 on Friday to check out of your room before the closing keynote begins.

 

Q: How can I make a reservation at the hotel?

 

The Red Lion (Jantzen Beach) is offering special conference lodging rates through this special OCW Summer Conference registration website https://aws.passkey.com/event/15946082/owner/4387/home

Note: These prices are not available if you go through the hotel’s website or front desk to book your room.

 

Q: Will the hotel split the bill?

 

Yes. If you’re sharing the room with someone, the hotel will split the bill so each of you can pay your half when you check out. Just let the hotel know when you check in that you want them to do this.

 

General Conference Questions

 

Q: What is the appropriate dress for the conference?

Northwest business casual. The hotel is air-conditioned, so consider bringing a jacket or light sweater to layer. Walkers: Bring tennis shoes for the beautiful 1½-mile river walk just outside the hotel. There is also a workout room and an outdoor swimming pool.

 

Note: The conference is Fragrance-Free: Many conference attendees and faculty have serious sensitivities to smells. For the comfort and well-being of others, please refrain from using perfume, fragranced lotions, oils, etc.

 

Q: Where is the prayer room located?

 

The prayer room is located at one end of the OCW Bookstore. The prayer team hours will be posted in the conference notebook.

 

Q: How can I arrange an author photo session?

 

Sign up for an author photo session at the Hospitality Desk. The OCW conference photographer will offer a special conference price.

 

Cascade Awards Thursday Evening

Q: What is the dress for the Cascade Awards?

Dress-up is optional and church clothes are appropriate.

 

Q: As a registered full-time conferee, can I attend the Cascade Awards?

 

Yes, the Cascade Awards will take place during the conference Thursday evening at 7:00, so all conferees, faculty, judges, and Award finalists may attend the Awards at no cost.

 

Q: Are you a Cascade Finalist? Awards Finalists Group Photo

 

The Cascade Awards Finalists Group Photo will be taken Thursday evening at 6:40 in Salon 1. The photo will be posted on the OCW website after the conference.

 

Q: May I bring a guest (who is not attending the conference on Thursday) to the Awards?

 

Anyone is welcome to attend the Cascade Awards. Please see the individual price list for that evening below:

  • 7 p.m. Thursday evening Cascade Awards presentation and dessert reception, $25
  • 6 p.m. Thursday dinner, $50 (not part of the awards)
  • Awards/reception/dinner package, $60

 

Anyone not registered for the conference for the entire day on Thursday will need to register for one of these options by going to the OCW website: www.oregonchristianwriters.org and selecting the Summer Conference button on the right-hand side. (Note: Because of the way the registration program is designed, you can only register one person at a time and each person must use a different email address.)

If you have any questions about payment, direct them to Sue Miholer, the OCW business manager at business@oregonchristianwriters.org.

 

For all general conference questions, please contact Lindy Jacobs at conference at summerconf@oregonchristianwriters.org

CONFERENCE REGISTRATION DEADLINE: Online registration closes at 11:59 p.m. (PDT) Thursday, August 10 so that we can order conference meals.  After that, there will be no new registrations until Tuesday, August 12 at 2:00 when conference registration reopens at the increased walk-in tuition rates, and meals cannot be included. Those interested in the 5-hour preconference seminar “Create Compelling Novels and Screenplays” at 9:00 a.m. on Tuesday, may register at the door for that session beginning at 8:30 a.m. on Tuesday. Cost is $130 (price includes deli lunch).

Refund Policy

Please note refund cut-off dates listed with each session
After July 31st–NO monies refunded if canceled after July 31st.

 

Planning to stay at the hotel during the conference? Click here to access the hotel’s special booking website that reflects our lower rates – special booking website 

FOR MORE INFORMATION and to REGISTER CLICK HERE