Frequently Asked Questions
If your question does not appear in any of our FAQs, please contact us at firstname.lastname@example.org.
Bookfair Exhibitor FAQs
Q: Where is the bookfair located?
A: Halls B & C, Level 1, Minneapolis Convention Center (MCC), 1301 Second Avenue South, Minneapolis, MN 55403. 612-335-6000
Q: What are the exhibitor setup and move-out hours?
A: Setup is from noon to 6:00 p.m. on Wednesday, April 8 and from 8:00 a.m. to 9:00 a.m. on Thursday, April 9 through Saturday, April 11. Move-out is from 5:00 p.m. to 6:00 p.m. on Saturday, April 11.
Q: What are the bookfair operating hours?
A: The bookfair is open to registered conference attendees from 9:00 a.m. to 5:00 p.m. from Thursday, April 9 through Saturday, April 11.
Q: When must I leave the bookfair exhibit hall?
A: All attendees and exhibitors must leave the bookfair exhibit halls by 5:00 p.m. each day. Re-entry after that time is prohibited.
Q: Does everyone need to be registered to attend the bookfair?
A: Yes, everyone attending the bookfair, including the exhibit staff, must be registered for the conference & bookfair. The registration options, including a Saturday-only badge, can be viewed on the registration overview page.
Q: How many complimentary registrations are included with the purchase of my exhibit space?
A: Each exhibit space comes with two (2) complimentary conference registrations. These complimentary registrations are referred to as exhibitor access badges (EABs). The EAB functions as a regular conference registration badge and grants the holder access to the bookfair exhibit halls during set-up and move-out hours. To ensure the safety and security of all exhibitors, additional EABs are not available for purchase.
Q: Who should be assigned the EABs for my exhibit space?
A: EABs should be assigned to the individuals responsible for setting up your exhibit space. The exhibit purchaser is responsible for identifying and maintaining contact information for EAB holders in the exhibit management area of his/her AWP user account. EABs must be assigned to exhibit staff by February 12, 2015. Only individuals with EABs, and registered conference attendees escorted by an EAB holder, are permitted to enter the bookfair exhibit halls during set-up and move-out.
Q: Why is access to the exhibit hall during setup and move-out restricted to EAB-holders and those they escort?
A: For the safety and security of our exhibitors and their merchandise, and to ensure exhibitors can quickly and safely set up their exhibit spaces.
Q: Does the EAB-holder need to be present at the exhibit space during bookfair operating hours?
A: The EAB holder needs only be present during set-up and move-out, or to escort badged staff to set-up or move-out the exhibit.
Q: Are EABs transferrable?
A: EABs are assigned to a specific individual by the exhibit space manager. However, the exhibit space manager can change the EABs assignment until February 12, 2015. All EAB changes are made on the exhibit space management page of the exhibit manager’s AWP user account. All other changes will be made at the onsite Help Desk.
Q: May more than one person use an EAB or bookfair staff registration badge?
A: Badge sharing is not allowed. All conference attendees including exhibitors must be registered. As noted above, EABs can be only be transferred by the exhibit manager in the exhibit management section of his or her AWP user account. If you have questions about your registration status, please check your AWP user account or contact us at email@example.com.
Q: May I share my exhibit space with another vendor?
A: Yes. Two separate organizations may share a table or a booth. Instructions for adding an organization to your purchased space are on the Exhibit Space Management page of the exhibit manager’s AWP user account. If you have questions or need assistance, please contact us at firstname.lastname@example.org.
Q: How do I pick up my conference registration?
A: All pre-registered exhibitors will pick up their EABs, bookfair staff badges, and bookfair student registration badges at pre-registered check-in. Please see the registration area of our website for check-in hours. You will need to pick up your badge before entering the bookfair.
Q: May I request to be placed next to another exhibitor?
A: Because the new bookfair online purchase and registration system allows you to select your exhibit space at the time of purchase, you will need to coordinate in advance with your neighboring exhibitors to select adjacent exhibit spaces. AWP cannot coordinate placement for you. Any changes to your placement after the time of purchase are subject to availability.
Q: Do I have to pay taxes on items I sell?
A: All exhibitors are required to abide by applicable state and federal laws governing sales tax. Please visit the tax information page in the bookfair section of the AWP website for more information. Submission of sales tax information is the responsibility of the exhibitor.
Q: Where do I ship my exhibit materials?
A: Shipping instructions are provided in the exhibitor services kit, which is emailed to registered exhibitors eight to ten weeks prior to the conference. Items shipped to the hotel or to AWP will be refused.
Q: Is there wireless Internet access available at the Minneapolis Convention Center?
A: Free Wi-Fi is available throughout the bookfair exhibit halls. You may also elect to purchase a dedicated Internet connection through the Minneapolis Convention Center provider.
Q: May I serve food or beverages (including alcoholic beverages) at my exhibit space?
A: No. The Minneapolis Convention Center does not permit serving food or beverages in your exhibit space unless the items are purchased and supplied by Kelber Catering, the convention center’s exclusive food and beverage provider. Please refer to the exhibitor catering information. Exhibitors who violate the Convention Center’s food, beverage, and alcoholic beverage regulations risk removal from the exhibit hall.
Q: May I display posters in my exhibit space?
A: Yes, as long as they do not interfere with another exhibitor or encroach on aisles or public space. Exhibitors may not erect any decorations or use adhesive materials, including tape, on any walls, ceilings, floors, or facilities in the convention center, including in restrooms, hallways, or meeting rooms. Please do not affix posters or other materials to any of the walls, doors, or other surfaces in the convention center. Violation of the Minneapolis Convention Center policies covering exhibition space may result in removal from the exhibit halls.
Q: Where can I unload my items?
A: The Minneapolis Convention Center has loading docks available to personally owned vehicles for loading and unloading hand-carry items into the exhibit hall. Specific information will be provided closer to the conference dates.
Q: I have a question that is not covered in these FAQs. Who can I contact for assistance?
A: Please consult our other conference FAQs (below), the conference overview page, the bookfair overview page or the exhibitor services kit. If these materials do not address your question, contact bookfair services at email@example.com or 703-993-4189.
Conference Attendee FAQs
Q: What does a registration to the conference provide?
A: Conference registration permits access to all events at the conference listed in our confernece schedule and the bookfair. Registration does not include any meals, travel, or lodging expenses.
Q: How do I register?
A:To register for the conference, please visit the conference registration section of the AWP website conference registration section of this website.
Q: How do I register for more than one person?
A: Once you have selected a category from the registration purchase page registration purchase page, click the gray “Add Another Attendee” button beneath the first set of registration fields. You may add as many additional registrations as needed. When registering other attendees, please uncheck the box that reads “Please check if you are purchasing this registration for yourself,” otherwise this registration will be linked to your AWP account and will not be viewable to the person you purchased the registration for.
Q: How do I know I have registered successfully?
A:You will receive an email confirmation after submitting your online order. You can view your badge details and download a PDF of your receipt from your AWP user account.
Q: How can I get a copy of my receipt?
A: A copy of your receipt is automatically emailed to you, and you can view all of your receipts in the orders section of your AWP user account.
Q: I never received my confirmation or receipt. What should I do?
A: If you didn’t receive a confirmation email, it is possible that your email address is entered incorrectly or that your spam filter (or your ISP’s spam filter) blocked the email. Please log into your account and make sure that the email address for your account and your badge are both correct. You can also download your receipt in the orders section of your AWP user account.
Q: What do I do if I’ve forgotten my password and can’t view my AWP user account?
A: You can easily retrieve your password by clicking the “forgot password” link in the Log In box. Enter the email address you used to create your account and click “submit” to have a new password emailed to you. If your email address isn’t accepted, please contact our membership services department.
Q: How do I make a change to my badge?
A:You can view and edit your badge from your AWP user account. Your badge details can be found by clicking on the My Registrations link. Click the green “Edit” button beneath the badge and make changes to the information fields. Click “Save” when you are done. Please remember that your badge will be printed exactly as it appears on the page, including capitalizations (or lack thereof).
Q: If I need to cancel my registration, what is the refund policy?
A: Please consult our refund policy.
Q: If I purchased a will-call registration, where can I pick up my badge?
A: Will-call badges can be printed onsite in Minneapolis at the will-call kiosks in the registration area. You will be required to log in to the will-call system using the email and password associated with your AWP user account. You can claim your conference program and tote bag at the kiosk as well.
Q: If I have not preregistered or purchased a will-call registration, can I still attend the conference?
A: Yes. A small number of onsite registration kiosks will be open to walk-ins, but lines may be long. We encourage you to purchase a will-call registration online before you arrive at the convention center to avoid waiting in lines.
Q: When can I check in?
A: The preregistered check-in area and the will-call and onsite registration kiosks are open from noon to 7:00 p.m. on Wednesday, April 8; from 8:00 a.m. to 5:30 p.m. on Thursday, April 9 and Friday, April 10; and from 8:00 a.m. to 2:00 p.m. on Saturday, April 11.
Q: May I pick up another person’s badge at the preregistered check-in area?
A: Yes. However, you need to provide a signed and dated letter stating that the person has given you permission to do so
Q: Do I have to register for each individual panel or reading that I want to attend?
A: No. Once you have received your conference badge, you may attend the bookfair and all all of the conference events listed in our conference schedule.
Q: How can I obtain a press pass?
A: Please email all requests for press passes to firstname.lastname@example.org before February 12, 2015.
Q: How can I find out in advance the schedule of conference events?
A: Please visit our website to view the online conference schedule. The online conference schedule is the most up-to-date schedule of events. Each conference attendee will receive a hard copy of the schedule in the conference program. Due to the publication schedule, the printed conference program may not be as accurate. AWP reserves the right to modify the conference schedule, which is published as an indication only.
Q: At what times are conference events and the bookfair scheduled?
A:The bookfair opens and conference events begin at 9:00 a.m. on Thursday, April 9. The bookfair closes every day at 6:00 p.m., and conference events conclude at midnight on Saturday, April 11. Throughout the day, fifteen to twenty-five concurrent events run every seventy-five minutes with fifteen-minute breaks in between. Evening events and receptions are held nightly at between 7:00 p.m. and midnight. While no presentations are scheduled on Wednesday, April 8, attendees may use the afternoon to retrieve their badges and registration materials at our preregistration or will-call check-in areas, or register at the on-site kiosks. We urge attendees to pick up registration materials on Wednesday to avoid long registration lines on Thursday morning.
Q: What types of events can I expect to see at the AWP Conference & Bookfair?
A: Please review the conference schedule to learn about the types of events we host. Previous conference schedules are available in the Conference Archives and Photo Albums section of our website.
Q: Is there ever a longer scheduled break between sessions for lunch or socializing?
A:Attendees are welcome to take breaks as they wish, but in order to fully capitalize on our meeting space and to avoid crowding, we do not suspend sessions during lunchtime.
Q: What accessibility accommodations are available for attendees?
A: AWP is committed to making arrangements that allow all attendees to participate in the conference. All rooms at the conference are wheelchair accessible. The first row of seating in meeting rooms is reserved for attendees with disabilities. In order to help us better prepare, all requests for special services, equipment, or accommodations should be submitted in advance of the conference. Please submit your request to email@example.com by Friday, January 30, 2015. Attendees who require special onsite assistance during the conference should request it from personnel at AWP’s Help Desk.
Q: Where do I find information about hotels?
A: Information about the official AWP conference hotels can be found on the Hotel & Travel page on our website. Hotel information will become available in August after registration opens. Reservations must be made directly with the hotel.
Q: How do I find more information about transportation, parking, and travel within Minneapolis?
A: Visit the Hotel & Travel page on our website for the most up to date information on transportation, parking, and travel.
Event Proposals & Presenter FAQs
Q: How can I propose an event for the conference?
A: Instructions for how to submit an event proposal can be found on the Proposal Submissions & Acceptances section of our website. You do not have to be a member of AWP to propose, present, or participate in a conference event.
Q: When will I know if my event proposal has been accepted?
A: Notifications will be sent to event organizers and panelists on August 1, 2014. Organizers must confirm their event by September 5, 2014. Accepted event emails will provide further instructions.
Q: If my event is accepted, will my panelists need to register for the conference?
A: Yes, all panelists, presenters, and event participants must register for the conference. If you have been invited to present or participate in an event, even as a last-minute replacement panelist, you must register for the conference. To take advantage of the special presenter rate, refer to the registration page.
Q: How should I prepare for my panel presentation or reading?
A:Your event organizer should guide you in your presentation preparation. Please refer to the 2015 AWP Presenter Guidelines for more information about best practices.
Q: How do I ensure my assigned meeting room has the audiovisual equipment needed for my event?
A: All audiovisual requests must be included in the event proposal, which is submitted by the event organizer no later than May 1. It is the responsibility of all participants to let their event organizer know of any audiovisual needs before the event proposal is submitted. Requests for audiovisual equipment made after May 1 cannot be accommodated.
Q: How much time will I have to present?
A: All regular conference events are scheduled for seventy-five minute sessions. We ask that you reserve the last fifteen minutes for a question and answer segment. The typical event includes a moderator and three to four presenters. You should check with your event organizer about specific presentation details such as content and order of presenters. Please also review the 2015 AWP Presenter Guidelines for more information.
Q: Is there a limit to how many events in which I can participate?
A: Yes—panelists cannot participate on more than two panels, only one of which can be a reading. This policy helps us increase conference participation and diversify our pool of presenters.
Q: What should I do if I cannot participate in my session?
A: Please let your event organizer know immediately, so a replacement can be found if needed.
Q: How do I make sure my event title is listed correctly in the online schedule of events?
A: Event titles are listed exactly as they were entered in the event proposal. Event proposal organizers should make sure that the title they submit is exactly how they wish to see it listed in the conference schedule. Event organizers can edit their event information from their event management page after it is accepted. Any changes made to your event title after August 31 will not be accepted. AWP reserves the right to edit all content contained in the schedule of events.
Q: How do I make sure my name and short biography are listed correctly in the online schedule of events?
A: The information appears the way you entered it within your AWP short biography. If you would like to make changes to that information, simply edit the short biography will be reproduced in the online schedule of events. If you would like to make changes to that information, simply edit your profile section of your profile through your AWP user account. AWP reserves the right to edit presenter biographies to conform to our style guide.
Q: Is there any financial assistance available to those who wish to participate in the conference?
A:Unfortunately, because AWP is a nonprofit organization with limited resources, we are not able to offer financial assistance. Given the size and scope of the AWP Conference & Bookfair, presenter registration are already offered at discounted rates.
Q: If I am unhappy with my room assignment and/or presentation time at the conference, may I request a change?
A: With over 550 events and 2,000 presenters, our ability to fulfill scheduling requests is very limited. We try our best to honor scheduling requests received by August 31, but even some of those are impossible given the complexity of the schedule. Scheduling requests received after August 31, and requests to change events that have already been scheduled, cannot be accommodated.
Q: How do I make accessibility accommodation requests?
A: AWP is committed to making arrangements that allow all attendees to participate in the conference. Please submit your requests to firstname.lastname@example.org by January 30, 2015. Visit our services for persons with disabilities page for more information about accessibility accommodations.
Q: How are rooms arranged for general conference events?
A: Each room is equipped with two draped 6’ conference tables (accommodating up to 5 participants) separated by a podium. The tables and the podium each contain a microphone. Audience seating is configured theatre-style. The first row of seating is reserved for attendees with accessibility needs.
Q: Should I, or do I need to, prepare handouts?
A: Presenters should bring five copies of their presentation for the use of attendees who wish or need to follow a written text. Presenters who use handouts should prepare three copies in large-print format (boldface 14- to 16-point font size) and briefly describe all handouts to the audience. Presenters should indicate whether they want their handouts returned after their presentation.