FAQ
ABOUT CONFERENCE:I'm new to RWA and haven't been to a conference. I won't know anyone…
We have an orientation program for first-time conference delegates, where you'll find out how the conference runs and meet your fellow first-timers. Look for details on the website Extras page from May.
As a beginner, won't the workshops be over my head?
We certainly hope not. Sessions have been programmed for all levels of experience, from beginners through to advanced authors, as well as many sessions suitable for all writers. Look for the target audience in the description of each breakout session.
What are the Breakout Sessions all about?
For three sessions on Saturday and Sunday-- six in total--registrants split up and attend their choice from the programmed workshops, talks and panels. Some are craft related, some are about the publishing industry, some are genre-specific, and some tackle the complexities of a writer's life. Take note of the blurbs linked from the conference page program or use the handy printed insert from your March Hearts Talk. When registering you'll be asked for your first and second choices in each session.
Does that mean I mightn't get my first choice?
There will be a cap on all sessions, dictated by the capacity of each breakout room. In most cases that won't be reached but there is a chance that popular sessions could reach capacity. In which case you'll be allocated your second choice.
What else is on the program for Saturday and Sunday?
As well as the breakouts, there are plenary sessions for everyone at the start and end of each day. These include keynote speeches and panels of industry professionals and authors addressing subjects of broad appeal. The program is posted on the conference page.
Can I bring my manuscript to pitch to a publisher?
Leave the manuscript at home, but you can apply for an appointment to pitch the story to an editor or agent on Friday or Saturday. In May we will post a list of all the attending editors and agents along with notes on what they're keen to acquire. You can then select which are the best matches for your completed manuscript. We will do our best to ensure that every applicant pitches to one of their choices.
I've never pitched before; how long are these appointments?
This depends on whether appointments are individual or group. In May details will be posted on the pitches page. We also recommend the Thursday Bonus Workshop: "Taking the Terror out of Pitching." As well as learning what to include in your pitch, you'll have the opportunity to practice in front of a gentle audience.
Are any meals included in the registration price?
Your registration fee includes lunch, morning and afternoon tea on each day. Your conference registration also includes the catered Friday-evening cocktail party. Note that this is a cocktail party menu and not a meal per se. You might need to consider a snack before or a light meal afterwards.
Is it okay to approach authors to sign a book during conference?
Authors love signing books for readers and the breaks between sessions are an ideal opportunity. Just remember that authors also need to refuel, visit the bathroom, and possibly prepare for an upcoming presentation. Be courteous, don't monopolise an author's entire break or interrupt when she's in conversation, don't push a book and pen at an author already juggling her lunch plate.
That said, be aware that most authors attending our conference are delegates just like you. They want to meet fellow writers, to talk writing and books, discuss the sessions they've attended, so if you're standing beside a favourite author in the coffee queue don't be too intimidated to chat.
REGISTRATION:
Can I register on-line or do I need to fill in the form that came with Hearts Talk?
On-line registration is easier for you and easiest for our registrar--we'd love if everyone used that system. The hard-copy form is provided for those members who can't access the on-line system and who, therefore, are probably not reading these FAQ's.
If I register on-line, how will I pay?
At the end of the registration process, you can choose to pay instantly with PayPal or to print a Payment Advice Slip to mail with your cheque, money order or credit card details.
I'm a conference presenter and elected to deduct the speaker's fee from my registration. Can I do that on-line?
Yes please. After you've selected all the sessions and events you wish to attend, there is a box to deduct your speaker's fee, as per your agreement. Any questions can be directed to the Speaker Liaison , Bronwyn Jameson.
I'm scratching my head about what to put on the second line of my name tag. Do you have any suggestions?
The name of your RWA group, e.g. BREATHLESS IN THE BUSH
Your publisher, e.g. HARLEQUIN DESIRE AUTHOR
A second pseudonym, e.g. A.K.A. BESS SELLER
An RWA committee or volunteers role, e.g. RWA WEBMISTRESS
An RWA team, e.g. TEAM HEARTS TALK
I sold my first book in early 2010 but didn't attend the Coogee conference. Can I get my First Sale Ribbon this year?
Members are eligible to receive a First Sale ribbon at the first conference they attend following the sale of their first novel (40,000+ words) to a commercial publisher. Check the box if you'd like to be presented with your ribbon.
I can't afford the whole conference registration. Can I attend the Friday workshop only?
Yes. Our registration system is set up so that you can register to attend Thursday only or Friday only or Saturday/Sunday only. You choose which events you wish to attend during the registration process.
I'd like to attend Friday and Saturday. Can I do that instead of Saturday and Sunday?
Sorry but we don't have single-day registration for Saturday or Sunday only.
The Thursday Authors Day sounds interesting. How can I find out if I'm eligible?
You're eligible to attend if you've been published in novel-length fiction (40,000+ words) with a commercial publisher. Any author who is a member of the RWA authors loop or PAL newsletter list is eligible. If you're unsure about eligibility, please email our Published Author Liaison.
I'm going to register for conference. Is the Awards Dinner included?
No, this dinner is not included. You must register separately. Members' tickets are $90, non-members $110.
Can I bring my partner to the Awards Dinner?
Guest tickets are available for both the Cocktail Party and Awards Dinner if you would like to bring your partner or a friend. There is a page for adding these to your registration during the online process.
I missed out on conference last year because registration closed early. Will that happen again?
We certainly hope not. We have chosen a larger venue this year and trust that every member who wishes to attend can do so.
So there's no reason to register early?
There's no reason to rush your registration, but we offer a substantial discount for registering before the end of April. Also there are several sessions with limited spaces available -- Thursday's Media Training for Authors and Friday's "Now We're Talking" bonus sessions, for example -- which are likely to sell out quickly. Spaces will be filled on a first-in basis.
APRIL??? Why does the Early Bird rate cut out earlier this year?
Our contract with the venue includes dates for deposit instalments and for changing the numbers without penalty. It is a huge help--and a potential saving--to know at an early date whether we are likely to achieve our contracted numbers, or whether we need to decrease those numbers…and to do so without penalty.
But I can't afford to pay four months in advance...
With our delayed payment option you don't have to. Members with a total registration of $200 or more can register on March 1 and pay nothing until their first credit card statement after May 15…that's when the first instalment, half of your total registration, is charged to your card. The second instalment is charged on July 15. (How good a deal is this?)
But I'm not a member.
One year's membership, including joining fee, costs $92.50 and the benefits extend far beyond conference. The choice is yours but do take another look at the cheaper members' registration prices and the other benefits of membership.
I've registered but I didn't print the Payment Advice Slip
and now I can't find it...
You can download another Payment Advice Slip here.
THE VENUE
I loved the hotel at the last Melbourne conference. Why aren't we going back to The Langham?
We loved The Langham too, but unfortunately they can no longer cater for our numbers. We know this because we tried very hard to make it work but would have had to limit numbers again. For the 20th Anniversary conference, we did not want to disappoint any members by closing registrations as has happened the past two years.
Why the Hilton on the Park?
Of all the venues viewed, the conference floor at the Hilton best fit our needs. The fabulously spacious area can handle our numbers without elbow-jostling during coffee breaks. Other large venues were more expensive and/or would have required a GPS to get around. Finding everything we wanted in a venue was quite the challenge but the Hilton ticked almost all the boxes.
I'd love to stay at the conference hotel but don't have a room-mate. Do you offer a forum for finding a roomie?
A database for finding a room-mate is available on the Romance Australia eList. You can add your name, the nights you're planning to stay, and your email address. Potential roomies will contact you privately to work out the details. If you're not a member of RomAus, check out the information in the members' section (log-in required.)
Other FAQ's about the hotel are answered on the Venue page.
EXTRA EVENTS:
Will there be a booksigning at this year's conference? I'd love to have books autographed by the featured speakers.
Unfortunately we do not have a booksigning event in this year's conference program. We will be working with the conference bookstore to ensure that copies of speakers' latest releases are available for purchase and signing during the conference. Check the Extras page for updates.
There is a conference bookstore on-site?
Yes, with a great supply of fiction from local and featured speakers plus reference and how-to titles.
Is there anything else I need to budget for?
Breakfasts, if you're staying in the conference hotel, and depending on when you're arriving dinner on Thursday and (possibly) Friday night. We also conduct several raffles with tempting prizes. In the past these have included iPads, Notebook computers and eBook Readers, as well as book packs. Watch also for details on the Sunday charity fundraiser which may include a silent auction with a chance to bid on fabulous goods for readers and writers.
I'm flying. With baggage restrictions, I have no extra space for winnings!
If you're travelling light, you might consider bringing along one (or two) of those Australia Post pre-paid parcel bags. You can then mail home any books you score through giveaways or raffles, or any you can't resist at the bookstore.
I saw mention of a pre-conference tour. What is this?
We are still finalizing details for a local tour on Thursday afternoon. This is independent of conference registration, a social extra for members arriving early who'd like a relaxed outing with fellow writers. Details will be posted on the Extras page.
CANCELLATION POLICY:
If I have to cancel after registration, will I lose my money?
If you cancel before July 8, you will be refunded all your registration fees less a $40 administration fee. A 50% refund will apply if the cancellation is received before July 31. No refunds will be considered for cancellations received after July 31.
VOLUNTEERS:
I'd like to help out but I don't want to miss most of conference working.
We'd love you to help. We don't want anyone missing most of conference either, which is why we're using a roster system for our helpers. If you can spare an hour at any time during the conference weekend, please let us know. We want to share the work around so no-one misses too much.