Frequently Asked Questions
- Bookfair Exhibitor FAQs
- Conference Attendee FAQs
- Event Proposals & Presenter FAQs
- Childcare at the Annual AWP Conference & Bookfair
If your question does not appear in any of our FAQs, please contact us at email@example.com.
Bookfair Exhibitor FAQs
Q: Where is the bookfair located?
A: Level 4 of the Washington State Convention Center, 800 Convention Place in Seattle.
Q: What are the bookfair operating hours?
A: The bookfair is open to registered conference attendees from 8:30 a.m. to 6:00 p.m. from Thursday, February 27 through Saturday, March 1.
Q: What are the exhibitor set-up and move-out hours?
A: Set-up is from noon to 5:30 p.m. on Wednesday, February 26 and from 7:30 to 8:30 a.m. from Thursday, February 27 through Saturday, March 1. Move-out is from 6:00 to 7:00 p.m. on Saturday, March 1.
Q: When must I leave the bookfair exhibit hall?
A: All attendees and exhibitors must leave the bookfair exhibit halls by 6:00 p.m each day. Re-entry after that time is prohibited.
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 or her AWP user account. 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 set-up 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 need 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. However, you can change the assignment of your EAB prior to the conference in the exhibit management section of your AWP user account.
Q: May more than one person use an EAB or bookfair staff registration badge?
A:Badge sharing is not allowed. All exhibitor attendees must be registered. You can transfer your own bookfair staff registration badge prior to the conference by using the conference registration management area of your AWP user accounts. As noted above, EABs can be transferred by the exhibit purchaser 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 firstname.lastname@example.org.
Q: May I share my exhibit space with another vendor?
A: Yes. Two separate organizations may share a table; three separate organizations may share a booth. Instructions for sharing your space are available, after you purchase your exhibit space, in the Exhibit Space Management page of your AWP user account. If you have questions or need assistance, please contact us at email@example.com.
Q: How do I pick up my conference registration?
A:All pre-registered exhibitors can retrieve their EABs and bookfair staff registration badges at preregistered 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 our new bookfair registration system allows you to select your exhibit space at the time of purchase, you will need to coordinate in advance with your neighbor 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 our tax information 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 about eight 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 Washington State 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 Washington State Convention Center provider.
Q: May I serve food or beverages (including alcoholic beverages) at my exhibit space?
A:The Washington State Convention Center does not permit serving food or beverages in your exhibit space unless the items are purchased and supplied by Aramark, the convention center’s exclusive food and beverage provider. Please refer to the Washington State Convention Center exhibitor information. Exhibitors who violate the Convention Center’s food, beverage, and alcoholic beverage regulations risk removal from the exhibit halls.
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 Washington State Convention Center’s regulations covering exhibition space may result in removal from the exhibit halls.
Q: Where can I unload my items?
A: The Washington State 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 firstname.lastname@example.org or 703-993-4189.
Conference Attendee FAQs
Q: How do I register?
A: Please visit our conference registration page.
Q: How do I register for more than one person?
A:From the registration purchase page, click the gray “add another attendee” button beneath the first registration you entered. You may add as many additional registrations as you like. Please remember to specify that the registrations are for other attendees by unchecking the box next to “Please check if you are purchasing this registration for yourself.”
Q: Is there a way to attend just one day of the conference?
A: You can purchase a one-day pass through our website starting January 23, 2014, and onsite at the conference. You will need to specify which day you plan to attend.
Q: How do I know I have registered successfully?
A: You will receive an email confirmation upon submitting your online order. You can view your badge and download a PDF of your receipt from your AWP user account. You will find all of your conference registration information on your 2014 conference registration management page
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 your confirmation, it’s possible that your email address is entered incorrectly or that your spam filter (or your ISP’s spam filter) blocked the email from getting to you. 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 from our website.
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 login 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 is located under 2014 Conference Registration Management. Click the green “edit” button beneath the badge and make any changes to the information fields you’d like. Click “save” when you are done. Please remember that your badge will be printed exactly as it appears on this page, including capitalizations.
Q: If I need to cancel my registration, what is the refund policy?
A: Please consult our refund policy. You can also transfer your registration to another person by editing your badge. Make sure the person you are transferring your badge to is in the same registration category. If you purchased a presenter, student, or senior registration, the person you transfer your badge to will likewise need to qualify for that category of registration, and will be required to show the proper ID to pick up the badge.
Q: If I purchased a will-call registration, where can I pick up my badge?
A: Will-call badges can be printed at the will-call kiosks in the registration area. You can claim your conference program and tote there 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.
Q: When can I check in?
A: The preregistered check-in area and the will-call and onsite registration kiosks are open from 12:00 p.m. to 7:00 p.m. on Wednesday, February 26; from 8:00 am to 5:30 p.m. on Thursday, Februrary 27 and Friday, February 28; and from 8:00 am to 12:00 pm on Saturday, March 1.
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 all of the conference events and the bookfair
Q: How can I find out in advance the schedule of conference events?
A:A full listing of conference events will be posted on our website in November. This schedule is subject to some change due to cancellations. Once you arrive at the conference, you will also receive a hard copy of the schedule in the conference program.
Q: On what days of the week is the conference held?
A: The conference and bookfair open at 8:30 a.m. on Thursday, February 27 and conclude at midnight on Saturday, March 1. While no presentations are scheduled on Wednesday, February 26, attendees may use the afternoon to retrieve registration materials at our preregistration check-in area, or register at our on-site registration area. We urge attendees to arrive early at the conference to avoid long registration lines.
Q: At what times are the conference events scheduled throughout the day on Thursday, Friday, and Saturday?
A: Daytime sessions begin at 9:00 a.m. and end at 5:45 p.m. Sessions run an hour and fifteen minutes with fifteen-minute breaks in between. Between fifteen and twenty-five concurrent events are scheduled for each time slot. Evening events and receptions are held nightly at between 7:00 p.m. and midnight.
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 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: What accessibility accommodations are available for attendees?
A: The 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. Special services, equipment, or accommodations should be requested in advance of the conference. Please submit your request to email@example.com by midnight Eastern Time on Friday, December 20, 2013. Attendees who require special onsite assistance during the conference should request it from personnel at AWP’s help desk. Visit our website for more information about services for persons with disabilities.
Q: Who plans the AWP Conference & Bookfair events? Who selects them?
A: From approximately 1,400 submitted events, about 40% are selected by a committee of AWP members and board members. See our proposal submission page for more information.
Q: Where do I find information about hotels?
A: You can find information about the official AWP conference hotel and available overflow hotels at our Hotel & Travel page. Information will become available in August after registration opens. Please keep in mind that while AWP does help to make discounted rooms available to conference attendees, we do not handle any reservations.
Q: Where can I park?
A: The Washington State Convention Center has two parking garages.
Q: Can I use public transportation to reach the Washington State Convention Center?
A: Yes. You can find information about public transportation on the King County website. The Washington State Convention Center is located near both the Convention Place Station and Westlake Station of the Seattle Transit Tunnel.
Q: Where can I find advice from attendees?
A:Try searching or asking on social networking sites like Facebook, Google+, and Twitter. A search for #AWP13 on Twitter will give you the most recent news about the last conference and bookfair. You can also consult our Writer's Circle
Q: How can I obtain a press pass?
A: Please email all requests for press passes to firstname.lastname@example.org before the end of registration on January 22, 2014
Event Proposals & Presenter FAQs
Q: How can I propose an event for the conference?
A: AWP conference events can be organized by anyone. You do not have to be a member of AWP to propose, present, or participate in a conference event. More information can be found in our proposal handbook.
Q: When will I know if my event proposal has been accepted?
A: Notifications are sent to event organizers on August 1. Event organizers are responsible for notifying their event participants about the status of their proposals. Organizers must confirm their event by September 1. Accepted event emails will provide further instructions. If you have not heard from the event organizer by August 1, you should contact the organizer directly about the status of the submission.
Q: How much time will I have to present?
A: All regular conference events are scheduled for an hour and fifteen minute long 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 content and order of presenters. Please also review our presenter guidelines.
Q: How should I prepare for my panel presentation or reading?
A: Your event organizer should guide you in your presentation preparation. Please also refer to our presenter guidelines.
Q: Do I have to be a member to present or participate (e.g., act as moderator, panelist, reader, etc.) in an event at the conference?
A: No—you do not have to be a member of AWP to be a presenter or an event participant. However, all 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. All attendees need conference registration to gain access to conference events. Members do pay a lower registration rate, and you have the option to purchase a membership when you register for the conference. More information about registration is available on our registration page.
Q: Is there a limit to how many events in which I can participate?
A: Yes—you are limited to presenting on two panels, only one of which can be a reading. This policy helps us increase conference participation and diversify our pool of presenters.
Q: How do I make sure the meeting room has the audiovisual equipment I need for my talk?
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 your responsibility to let your 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: What should I do if I cannot participate in my session?
A: Please let your event organizer know immediately. A replacement presenter may be arranged, as long as the new participant is not already committed to two events.
Q: How do I make sure my name and short biography are listed correctly in the online schedule of events?
A: The information you entered in your AWP 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 through your AWP user account. Be sure to click the green “edit” button before you enter text and hit “save” when you are done. AWP reserves the right to edit presenter biographies to conform to our conference style guide. Any changes made to your short biography after August 14 will not be included in the online schedule of events.
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 appear 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 online schedule of events. Event organizers can edit their event information from their events management page after an event is accepted. Any changes made to your event title after August 14 will not be reproduced in the online schedule of events.
Q: Is there any financial assistance available to those who wish to participate in the conference?
A: The AWP conference offers several registration categories at a discounted rate. Unfortunately, because AWP is a nonprofit organization with limited resources, we are not able to offer financial assistance or discounts.
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 1,900 presenters, our ability to fulfill scheduling requests is very limited. We try our best to honor scheduling requests received by September 1, but even some of those are impossible given the complexity of the schedule. Scheduling requests received after September 1, 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. Visit our website for more information about services for persons with disabilities
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.