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Going to a large conference can be exciting, and RWA® isn't an exception. So much to see, so much to do. So much so it can be very daunting for anyone who hasn't been to a large event such as this. Here's how I handle my RWA® Conference experience.
Give yourself extra time to get from one place to another within the hotel. Wait time will be longer than you might expect at the elevators, at the restaurants, on the shuttle to and from the airport. You're sharing all of these things with 2,000 plus conference attendees, all on similar schedules. Planning to get there about 10 minutes earlier can help you be on time for all events.
After checking-in, you might want to get a cardboard box. This is for the nearly dozen books you will receive in the gift bag and on your chair at lunch. Remember you also might buy more books at the Book Fair or the literacy signing. Taking these in your luggage on a plane can put you over the weight limit fast. There are usually several cardboard boxes located near the registration area. There is a FedEx business center where you can ship the books home, saving room in your luggage.
When you've gotten your gift bag, been through the goody room, and gotten into your hotel room, take a few moments to breathe and go over the conference schedule. If you want an advance look at it, there is a PDF copy available on the RWA® site here. CLICKY You'll need Acrobat Reader, which is free here. CLICKY
I tend to place conference into four catgories: Must Do, Wanna Do, If I Can, and Down Time.
- Must Do -- is something I feel is a real can't miss. For me this includes my volunteer shifts, my editor/agent appointments, the PRO Retreat, the literacy signing, the awards gala, and a couple of chapter parties.
- Wanna Do -- are the workshops from which I would benefit most. Usually, I look to see which workshops are not being recorded, then compare it to my Must Do list. If there's no conflict, I try to schedule that in. However, if there's a conflict, I weigh where I am in my writing and what can help me immediately. Also, if there's a workshop that looks like it'll be better if I can ask questions, or if there's something visual that might be lost on recording, I lean more strongly toward selecting that workshop. I know for certain my local chapter is purchasing the talks on CD and I'll be able to catch much of the workshops later.
- If I Can -- are things that aren't essential, but I would love to have the chance. If there's a scheduling conflict, they will fall by the wayside. And, if I need more Down Time than I expected, I will reluctantly give way to my body's demands, or my sightseeing whims.
- Down Time -- is time I'm not at the conference, not preparing to go to something at the conference, and not thinking about the conference. This can be time spent sightseeing, resting in my hotel room, taking a meal (or a drink) by myself, or catching up with friends. I plan a lot of downtime at conferences. I know that hotel a/c and conference room lighting makes my brain foggy. Add the information overload that's more than possible, and a serious amount of break time is needed to help avoid conference burn-out.
Keep some of your business cards on you at all times, and also $20, for drinks. You never know when you'll strike up a conversation and want to continue away from the conference rooms. Making new friends is every bit as important as cementing old or online friendships.
Drink plenty of water. Hotels blast their a/c and it's real easy to dehydrate. That leaves you open to catch colds, flu, or something I just call "con crud." Last thing you want is to have to miss something that's a Must Do, especially if it's an editor/agent appointment, due to illness.
Layer your outfits. A light shirt can be covered by a blouse can be covered by a sweater. While all rooms are air cooled, you still can go from a nearly empty and freezing room to one that's full and stuffy.
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Cara