Frequently Asked Questions

About the Conference

1.  Who can attend the RWA conference?
2.  Is there a partial fee if I want to attend only part of the conference? Or is there a special guest fee if I want to bring my spouse or a friend who’s coming just to keep me company?
3.  Should I attend the conference if I am unpublished?
4.  Is this conference geared towards readers as well as writers?
5.  What if at the last minute I find I can’t make the conference? Can I get a refund of my registration fee?

Budget/Travel Planning

6.  How much will it cost me to attend the conference?
7.  What day should I arrive? What day should I leave?
8.  I will be traveling alone. How will I recognize another RWA member, in case I want to share a taxi with someone, for instance?
9.  Is there some sort of travel agency and/or roommate matching service available through RWA?

Questions About the Hotel

10.  How do I reserve a suite/room at the conference hotel?
11.  Is the room rate per person? Will we be charged extra for a third or fourth person? Can we get a cot?
12.  If I’m going to be sharing a room, how can we split the bill?
13.  How will I know that my reservation is all set?
14.  If there is a problem with my hotel accommodation when I arrive, will RWA help me?
15.  My roommate got sick/canceled at the last minute! What do I do?

Questions About Food

16.  How many meals are included with my conference fee?
17.  Will the hotel make special dietary accommodations?
18.  Will I be on my own to find seating at the RWA meals?

Editor & Agents

19.  How many appointments are available? Will I be certain to meet with my first choice?
20.  Can I request an appointment for a book I am just starting/still working on, so I can get an idea if this is a project that would sell before I finish it?
21.  What do I do if I have requested an appointment, and then decide that I don’t want it?
22.  Will I be able to sign up for any appointments when I arrive at the conference?
23.  Can I talk to an editor or agent, even if I don’t have any appointment, maybe if I see them at a meal or pass them in the hall?
24.  Should I bring my manuscript, in case an editor or agent wants to see it?
25.  How do I prepare for an appointment?

Attending Workshops

26.  How will I know what workshops apply to me and which I should attend?
27.  What do I do if there are two workshops at the same time that I want to attend?
28.  Can you give me a list of speakers who applied to give workshops, so that I can contact them for my chapter conference?

Miscellaneous Questions

29.  What should I wear to the conference?
30.  I’ve heard a lot of people talking about volunteering at the conference, but I’ve never done anything like that before. What can I do?
31.  How do I sign up to volunteer?
32.  What if I sign up to volunteer, and I find out I have a schedule conflict, like an editor/agent appointment at the same time I’m supposed to help out somewhere?
33.  Will I get a reduced conference fee if I volunteer?
34.  I have made my first sale this year! How do I get a First Sale ribbon to wear on my badge?
35.  What is the Goody Room, and what’s the best time to go?
36.  What is the Moonlight Madness Bazaar and can I, as a self-published author, sell my books there?
37.  I hear it’s quiet on Friday night. What’s happening then?
38.  How do certain chapters manage to have rooms for special functions?
39.  Why should I give up a day of sight-seeing to attend the Annual General Meeting?
40.  What are some other things that I should think about bringing with me?


1. Who can attend the RWA Conference?

Anyone can attend the RWA Conference, though RWA members pay a reduced registration fee.

2. Is there a partial fee if I want to attend only part of the conference? Or is there a special guest fee if I want to bring my spouse or a friend who’s coming just to keep me company?

There are no "partial" conference fees. RWA members must pay the full conference fee in order to attend any part of the conference. There are guest packages available for meals only and for attendance to the awards ceremony only. These are available only to non-RWA member guests of registered attendees.

3. Should I attend the conference if I am unpublished?

Of course! While there are special workshops that only members of the Published Authors Network (PAN) may attend, most workshops are geared to authors at every stage of their writing careers. It is also a wonderful opportunity to "network" with other writers -- chat about writing, share writing woes, exchange good information.

4. Is this conference geared towards readers as well as writers?

RWA’s primary goal is to advance the professional interests of career-focused romance writers through networking and advocacy, and the conference is developed with that in mind. If meeting your favorite authors is your biggest interest, you are most welcome to attend the "Readers for Life" Literacy Autographing on Wednesday night, which features hundreds of authors and is open to the public. You will not have to pay the conference fee to attend the book signing (though conference registration is required for a signing author).

5. What if at the last minute I find I can’t make the conference? Can I get a refund of my registration fee?

Requests for refunds made by the dates on the registration forms will be granted.

6. How much will it cost me to attend the conference?

The early member registration fee is $425; the nonmember early registration fee is $500. There are other associated costs, such as: hotel room rates, travel, food, etc.

7. What day should I arrive? What day should I leave?

Though prior to the "official" opening, Wednesday of conference week is pretty busy. Registration and the Goody Room are open, and several chapters hold pre-conference activities this day. The "Readers for Life" Literacy Autographing is also held Wednesday evening.

The conference officially starts bright and early on Thursday morning. The Annual General Meeting, Keynote Luncheon, workshop and PAN and PRO Retreats are on Thursday's schedule (see the Conference Schedule for specific dates/times). Once the conference has started, it goes non-stop until the RITA/Golden Heart Awards Ceremony and Gala Saturday night. This is the official end of the conference.

8. I will be traveling alone. How will I recognize another RWA member, in case I want to share a taxi with someone, for instance?

Many chapters have chapter or RWA pins, which members display on collars and tote bags. We’re all romance readers as well as writers; chances are good that when you arrive in the hosting city airport, you will see or hear someone chatting about their favorite authors or the latest publishing gossip, or with a romance book open in their hands!

9. Is there some sort of travel agency and/or roommate matching service available through RWA?

RWA does not contract with any travel agency or airline in getting conference attendees a reduced airfare. Neither is there an official roommate matching service. There are a variety of e-mail lists sponsored by RWA, RWA chapters, and RWA members where members can ask for help or seek roommates.

10. How do I reserve a suite/room at the conference hotel?

To reserve a room in the conference hotel at the special conference price, you must first be registered for the conference. Once you've registered, you will be sent a registration confirmation that will include the confirmation number required to received the RWA reduced rate. You also may choose to print and fax a form in to the RWA office (see the link to the form in the registration sections).

11. Is the room rate per person? Will we be charged extra for a third or fourth person? Can we get a cot?

Rates vary at each hotel, so please see this year's form for rates and other fees.

12. If I’m going to be sharing a room, how can we split the bill?

One of you will need to make the deposit through your conference registration, and roommates should be listed as well. When you check in, you can each give a credit card to the reception desk, and they will be able to break down the bill accordingly. The deposit will be applied against the bill of the person who sent in the registration.

13. How will I know that my reservation is all set?

You should receive a confirmation directly from the hotel to let you know that your reservation is made and ready, all your roommates are listed, etc. If you don’t get it quickly or if you have any questions, your best bet is to call RWA at 832-717-5200, Ext. 125.

14. If there is a problem with my hotel accommodation when I arrive, will RWA help me?

All onsite accommodation issues are handled directly by the hotel staff. If the desk clerk is unable to help you, ask to speak to a manager.

15. My roommate got sick/canceled at the last minute! What do I do?

If you get into this unfortunate situation, your best options are to find some friends who might be able to squeeze you into their room, thus reducing their per-night hotel cost. Or, check out the RWAOrg listserv to see if there is anyone else who might have had the same problem, or who decided to go at the last minute, who will share the room with you.

16. How many meals are included with my conference fee?

The conference features the following meals as part of the conference registration:
Thursday: Keynote Luncheon
Friday: Continental breakfast, Awards Luncheon
Saturday: Continental breakfast, RITA/Golden Heart Awards Gala Dinner

17. Will the hotel make special dietary accommodations?

Most major hotels serving groups as large as ours will make accommodations if a person is diabetic, vegetarian, or vegan. Due to the size of the group attending the conference, other individual meals are not available at RWA catered events. Attendees with special needs should call 832-717-5200, Ext. 125, for assistance.

18. Will I be on my own to find seating at the RWA meals?

There is always plenty of seating, though it’s not always easy to find your friends in the crowd. This is a great chance to meet new people and network. If you see an empty seat, ask the others at the table if it’s available. Three good ice-breaker questions are: Where are you from? What do you write? Have you been to a good workshop? By the end of the meal, you may be exchanging business cards or maybe even hooking up with a long-distance critique partner!

19. How many appointments are available? Will I be certain to meet with my first choice?

Editor and agent appointments are very limited. Your odds of meeting with your first choice of either are not high. Individual appointments are reserved first for Golden Heart Finalists. If your primary reason for attending the national conference is to meet with an editor or agent, your chances are much better at a smaller, local conference.

20. Can I request an appointment for a book I am just starting/still working on, so I can get an idea if this is a project that would sell before I finish it?

You must have a completed manuscript in order to request an editor/agent appointment. Due to the limited slots available, not to mention the limits on their time, it is important that the editors and agents connect with writers with a project that is ready for them to review.

21. What do I do if I have requested an appointment, and then decide that I don’t want it?

Appointments can be canceled up to 48 hours beforehand. If you change your mind prior to the conference, contact the RWA office. If you find you have an appointment you don’t want once you have arrived at the conference, go to the RWA Registration Desk, which will be set up in the hotel during the conference.

22. Will I be able to sign up for any appointments when I arrive at the conference?

There will be a very, very limited number of appointments available on site, mainly those who were assigned to someone who decided afterwards they did not wish to take it. To take an available appointment, you will need to wait in the appointment waiting room on the day(s) the appointments take place. If any spots are open, then they will be announced.

23. Can I talk to an editor or agent, even if I don’t have any appointment, maybe if I see them at a meal or pass them in the hall?

Editors and agents attend the RWA Conference for several reasons, though mainly to do business! They want to meet with each other, meet with their clients who are otherwise spread all over the country -- or the world -- and look for new authors/clients. It’s okay to speak to them at workshops and meals, but you should never intrude if an editor or agent is clearly having a private conversation with someone. Passing in the hall or sharing a line is probably not an appropriate time to pitch a book.

24. Should I bring my manuscript, in case an editor or agent wants to see it?

You should never, ever, bring a manuscript with you in the hopes of passing it on to an editor or agent. They will not want to take it from you at that time. If they picked up full manuscripts from authors at conference, they would need a second or third suitcase just to get them all home. If an editor or agent wishes to see your book, they will most likely give you a business card and direct you to send it to them at their office, after the conference.

25. How do I prepare for an appointment?

First of all, do it well ahead of time. Jot down the highlights of your characters, plot, conflict, and resolution. Then practice -- with your critique partner, your husband, the woman next to you on the plane -- so you’re well-versed in your pitch by the time you sit down in front of the agent or editor. One plan for the eight minute appointment is to allot four minutes for your pitch, and four minutes for questions. You might also prepare a few notes about other projects you’ve done or you’re planning, and why you want to work with this agency or publisher.

26. How will I know what workshops apply to me and which I should attend?

A listing of workshops will be printed in the RWR several months prior to the conference. When you register for the conference, you will receive a tote bag full of information, including a complete conference and workshop schedule and lengthy descriptions of each, including the type of workshop and information on the speaker presenting the workshop.

27. What do I do if there are two workshops at the same time that I want to attend?

This happens to everyone. The good news is that there are tapes of many of the workshops available, in case there was one you just loved, or there are two that you’d like to attend being given at the same time. If you have to make a choice, you might want to examine the descriptions to see if one sounds as though it might be more "hands-on," in which case you could attend that one and buy the CD of the other. Or, you can attend one and ask a friend to attend the other, and exchange notes. Or, you can ask to see if anyone has ever attended a workshop by either of those speakers and can help you decide which would be more valuable to you.

28. Can you give me a list of speakers who applied to give workshops, so that I can contact them for my chapter conference?

Both the Conference Chairperson and the Conference Committee members sign confidentiality agreements, which prohibit them from passing on this information. Another way to get this kind of information would be to put out a call on the RWA links for speaker volunteers or to visit the RWA Speakers Bureau.

29. What should I wear to the conference?

The first thing to think about is being comfortable. Days at conference can be long and intense. Comfortable shoes are a must; the hotel is big and the function space is spread out over a rather large area to provide enough room for upwards of 2,000 people.

During conference hours, the common phrase for attire is "business casual." Nice slacks or skirts, sweaters or blouses, something a little dressier like a suit for an editor/agent appointment. The summer air conditioning can seem a little cool to some people, so layering with a sweater or jacket might be a good idea. The Saturday night gala and awards ceremony is formal—anything from sequins to church to wedding attire is appropriate here. You will also have time after hours for leisure or sight-seeing, so you might want to bring jeans, tees, and sneakers or sandals, etc., for fun time.

30. I’ve heard a lot of people talking about volunteering at the conference, but I’ve never done anything like that before. What can I do?

Running a conference like this is an enormous task, and involves a lot of work by a lot of people. Even if you’ve never volunteered for anything, your help is requested and welcomed. There are many, many jobs where a willingness to help is all that is required. You can choose where you want to volunteer -- helping to set out giveaways in the Goody Room or at the Literacy Autographing, checking people in at registration or Editor/Agent appointments, just to list a few examples. You will be told where and who to report to, and your job will be explained to you.

31.  How do I sign up to volunteer?

You can volunteer online through a volunteer form on the RWA website.

32. What if I sign up to volunteer, and I find out I have a schedule conflict, like an editor/agent appointment at the same time I’m supposed to help out somewhere?

If this happens, you should check in with the RWA registration desk as soon as possible, so they can reschedule or replace you.

33. Will I get a reduced conference fee if I volunteer?

Volunteering is just that -- giving freely of your time. Only workshop presenters, conference committee members, and the RWA Board of Directors are given reduced or waived conference fees. However, each time you volunteer your name is put into a drawing to receive a free Conference registration for the next year. One winner per day is awarded.

34. I have made my first sale this year! How do I get a First Sale ribbon to wear on my badge?

Congratulations! Of course, you want everyone at the conference to know about this momentous step in your writing career! In order to get that coveted pink First Sale ribbon to display on your name badge, you need to e-mail the RWA Office before the conference with proof of your first sale. The staff will then pre-stuff the ribbon into your registration packet.

35. What is the Goody Room, and what’s the best time to go?

The Goody Room is just what it sounds like, a room full of books, promotional materials, and giveaways -- free for the taking for conference attendees! Registered attendees may go through the room only once. It is monitored by volunteers.

36. What is the Moonlight Madness Bazaar and can I, as a self-published author, sell my books there?

The Moonlight Madness Bazaar is a marketplace designed for chapters and members to market their wares to raise money for their treasuries. Individuals are invited to participate as well and must contact the coordinator of the Bazaar for a table. Members who participate must be registered for conference. More details and a registration form are available on the RWA website.

37. I hear it’s quiet on Friday night. What’s happening then?

This is a night when many of the publishers and agencies hold big parties for their authors, as it’s one of the few occasions when they’re all together at the same time. This is a great time to plan some sight-seeing or a big night out at a local hot-spot. Or, if you’d rather not leave the hotel, RWA offers a great line-up of Friday night workshops.

38. How do certain chapters manage to have rooms for special functions?

Arrangements are made with the RWA office for these rooms far in advance of the conference. E-mail conference@rwa.org to arrange for your chapter's special event.

39. Why should I give up a day of sight-seeing to attend the Annual General Meeting?

The Annual General Meeting (AGM), held on Thursday, is the one time each year when the general membership of RWA is asked to participate in making decisions that effect the entire organization. This is where bylaws are amended and passed that will have long-reaching effects on every member of RWA. It is important and necessary that every member be a part of this process and takes an active interest in the governing of our organization. The AGM is your opportunity to make your voice heard.

40.  What are some other things that I should think about bringing with me?

• A sweater or jacket, as the hotel and function rooms can be a little cool for some people
• Safety pins, needle and thread for clothing emergencies
• Comfortable shoes -- you’ll be walking a lot; don’t let vanity overrule good sense.
• Band-aids for blisters if you ignore the above
• Business cards
• Work-out gear or swim-suits, if you want to take advantage of the hotel gym or pool
• Aspirin/Tylenol
• Casual clothes for hanging around the room chatting after activities are over, or sightseeing
• Clothes with pockets for easy access to business cards, room key, and pens
• A soft-sided/fold-up suit-case for all the souvenirs, goodies, giveaways, and books you bought that will not fit in the suitcase that was already packed to the rim when you left home. (The hotel may also have a shipping office or know of one near-by, in case you don’t want to lug all that stuff onto a plane.)