Presenters Info
Dear SFWC 2022 presenters,
Thank you for participating in the SFWC 2022. We created this page to answer your questions about pre- and during-conference tasks and activities.
Contents
- Location and parking
- Promote your appearance (swipe copy)
- Bag stuffing (mailing info and deadlines)
- Upload your headshot, presentations, and handouts here
- Audio-visual needs
- Your current schedule
- Exhibitor info (setup, hours, breakdown)
- Prize donations
- Sell your book in our bookstore
- Master Classes preparation
Location
Hotel: The 2022 San Francisco Writers Conference on July 21-24, 2022 will be held at the Hyatt Regency San Francisco across from the Ferry Building on San Francisco Bay.
Parking is very expensive here, so if you drive, we suggest you park elsewhere and take BART to the hotel.
BART STOP: Embarcadero BART station. (Easy access from the San Francisco airport international terminal)
Food: There are many small, casual, good-quality restaurants in the Embarcadero Center and across the street at the Ferry Building.
Promote your appearance (swipe copy)
Here is some GENERAL INFORMATION FOR YOU CAN CUSTOMIZE AND SHARE to promote your participation at the 2020 San Francisco Writers Conference on your website, company newsletter, etc.
2022 SAN FRANCISCO WRITERS CONFERENCE and SUMMITS— www.SFWriters.org
July 21st – 24th, 2020 at the Hyatt Regency Embarcadero Hotel.
The 18th Annual Celebration of Craft, Commerce and Community for all Writers
Featuring Charlie Jane Anders, Annalee Newitz, Lyslie Tenorio and 100+ bestselling authors, literary agents, editors, publishers and industry experts. Get your work noticed…and get it published!
NEW! Writing for Hollywood Summit and SFWC Poetry Summit are included and also available as one-day options on Saturday, July 23rd. Master classes are available to non-conference attendees before and after the conference.
Bag inserts
If it is included in your agreement and you haven’t yet sent your item for stuffing in the bags, we need to receive your items by July 10th.
Add it for $250. Email barbara@sfwriters.org.
If your boxes arrive July 17th-21st please mail to Hyatt Regency/Attn: Sandy Raju, 5 Embarcadero Center, San Francisco CA 94111. Mark your boxes with San Francisco Writers Conference and MARINA ROOM. Be sure YOUR company name is on the boxes as well.
Outside of this window of time you will be responsible for any handling/holding fees.
Upload your headshot, presentations, and handouts
We love to share session handouts with the participants and save trees! It’s an opportunity to promote your brand to attendees even if they didn’t get to your session. So please please upload a doc or pdf of your handout and upload it here. Thanks!
Please name it: YOURLASTNAME-HandoutName.pdf
It will appear on this page.
Audio/Video
Your current presenter schedule
The current schedule posted on the website under Event Info. If you have any questions or concerns please email or call us.
Exhibitor Info
We have limited space for exhibitors, so you will get excellent interaction with the participants. As with any show, secure your valuables overnight in your own hotel room—not at your exhibit space! There is no need to stay at the booth constantly, but secure your valuable items if you leave it unattended.
The exhibit area is open to the public. During the conference, you can use your exhibit space and the surrounding space in the Ballroom Lobby to meet with potential clients or with your Bay Area-based clients.
PLEASE DO NOT PLAY ANY COPYRIGHTED MUSIC AT YOUR TABLE.
You and SFWC can be penalized with an ASCAP fine!
You can have any number of booth staffers at your booth above the number you’ve paid for with your sponsorship. They don’t need a badge in the Exhibit Hall. However, additional staff will not have access to sessions, meals, or social events outside of the exhibit area (such as the SFWC GALA) without an event badge. If they have a PRESENTER BADGE or ATTENDEE BADGE, they can attend all of the sessions in the MAIN conference, social events, and meals. If they have an EXHIBITOR BADGE, they can attend the Main conference sessions only, not meals, and they can attend sessions on a space-available basis. If it’s crowded, please tell them to stand up and leave their seat for a paid attendee. Thank you!
SETUP
Exhibitor setup begins at 10 pm on Thursday. Grab a drink in the Eclipse bar on Thursday night and meet people during our No Host/No Pitch Nightcaps & Networking, then set up afterward or early Friday morning before attendees start arriving for breakfast at 8 am.
Look for a sign on the table with YOUR COMPANY NAME on it.
YOU’LL NEED (RECOMMENDATIONS)
A tablecloth.
A pop-up banner for behind the table, if you like.
A single mission. (Contact info? Service sign up? Followup call?) Discounts, raffles, contests, freebies all help.
Sign up sheet! Paper sign-up sheets work best.
A postcard should include your logo, company information, clear information about your business, and contact information.
A helper, so you can go to as many breakfasts, lunches, and social events as you can.
POWER REQUIREMENTS
If you need more power than the a typical plug in the wall (that you may need to share with another exhibitor), we’ll need to inform the hotel.
INTERNET
We do not have access to the hotel internet system. Please use your room access code or bring a hotspot. Make sure you’ve pre-loaded your presentations if you’re presenting web pages or, better yet, take screen shots.
Ask a volunteer or your track leader to help with internet issues.
EXHIBIT HOURS & BREAKDOWN
The exhibit area is an open, doorless area in the hotel that is open to the public. Do not leave valuables unattended. Please pack up every night.
Friday 8am to 6pm, There will be an evening event open to the public in the Ballroom.
Saturday 8am to 6pm then join us at the Gala.
Sunday 8am to 12:30 pm with breakdown completed by 1:30pm. Need to leave earlier? Let us know!
Prize Donations
Please consider donating an item to our San Francisco Writers Foundation onsite auction. It’s extra exposure for you and a portion of the proceeds go to a book-related charity as well as helping fund SFWC Scholarships. Let us know if you want to participate. Certificates for services are great!
Bookselling
The cutoff date to request your books is May 15th. Our onsite bookstore is run by BookShop West Portal. Please email Susan Tunis if you will bring books to sell on consignment. 415-564-8080.
If you’ve already provided your ISBN to us for book sales, and you think the store may run out of books, please feel free to bring more books to offer on consignment if they run out.
PRINT THIS CONSIGNMENT BOOK FORM
Read the rules. Fill out the form. Then bring it to Neal or Susan at the onsite bookstore on Friday after 10 a.m.
Master Classes
The Master Classes are open to everyone, not just conference attendees. With that in mind, promote your class to your list, your friends lists, social media, craigslist, newsletters in organizations you belong to, and anywhere else you can think of.
If you have not already done so, please complete the information for your sessions as well as your Master Class as soon as possible on the Presenter/Agent/Editor Information Form. (Some of the info on this form will not be valid for the master class but are valid for your conference sessions.)
Be sure to request the equipment (e.g. wipe board and pens, projector and screen, microphone, cables, etc.) you will need. Any equipment that is not on the form will not be available on the day of your class.