Conference FAQ and Policies
I have already registered for the conference, but I want to change my Creative Lab choice. How can I do this?
Please e-mail firstname.lastname@example.org, message us by clicking the green “Help” icon on our website, or call (323) 782-1010 to reach a SCBWI representative.
Will SCBWI provide the emails and submission guidelines for the editors and agents who are presenting at the Virtual New York Conference?
Due to the large number of conference attendees, we cannot provide submission guidelines for the main conference faculty. That said, sometimes agents or editors will provide them during their sessions. The conference is an excellent opportunity to hear from children’s book editors and agents and get clear on the types of books they represent. If you feel an agent or editor is a good match for your manuscript or artwork, you may research their submission guidelines and query them if they are open to unsolicited submissions.
What is your refund policy?
Refunds (minus a $75 processing fee) are given up until January 27, 2023. After that, no refunds are available. To request a refund, please email Laurie Miller at email@example.com
When will I get my Zoom links?
Zoom links for all conference sessions will be emailed to you and provided in a downloadable attendee packet made available a week before the event.
By signing up for this conference you agree to all of the policies below.
Conference Cancellation/Refund Policy:
Cancellations are accepted in writing only via email to Laurie Miller at firstname.lastname@example.org
On or before January 27 – Refunds are available less a $75 Administrative Fee
After January 27 – No refunds
Blogging & Recording Policy:
By registering for this conference, you acknowledge that audio taping, video-taping and/or transmitting or aiding in any of the foregoing of any part of the conference (including, but not limited to, presentations, individual sessions, and networking events) is prohibited. Additionally, the material in all handouts and presentations is copyrighted and may not be reprinted, blogged, written, orally transmitted, and/or reproduced without written permission of the copyright holder only. If you are found in violation of the above, SCBWI reserves the right to remove you from the conference and bar you from attending future conferences.
While we love when bloggers share thoughts about their overall experience, offer a personal anecdote, and/or briefly talk about something that resonated with them, it is equally important that bloggers not give away that which is not theirs to give. The fair use policy issued by SCBWI above refers to speakers’ rights, authors’ rights, and illustrators’ rights, under any circumstances, and it pertains to the content of our speakers’ talks, workshops, and/or handouts. This falls into the category of protecting intellectual property. Again, personal impressions, a quote that is cited, and/or a general overview would be considerate. However, it would be a breach of copyright law to give away a detailed report of a presenter’s material. Thank you in advance for taking this policy into account. Your professionalism is greatly appreciated.
Attendance at this event constitutes permission for your photograph or video to be taken at the event and used for SCBWI purposes.
Other Terms and Conditions:
Please note that while speakers and topics were confirmed at the time of posting the conference, circumstances beyond the control of the organizers may necessitate substitutions, alterations or cancellations of the speakers and/or topics. As such, SCBWI reserves the right to alter or modify the advertised speakers and/or topics if necessary, without liability and no cancellations are allowed if these circumstances arise. Any substitutions or alterations will be updated on our web page as soon as possible. SCBWI is not responsible for any loss or damage as a result of a substitution, alteration or cancellation/postponement of an event. SCBWI shall assume no liability whatsoever in the event this conference is cancelled, rescheduled or postponed due to a fortuitous event, Act of God, unforeseen occurrence or any other event that renders performance of this conference impracticable, illegal or impossible. For purposes of this clause, a fortuitous event shall include, but not be limited to: war, fire, labor strike, extreme weather or other emergency.
SCBWI does not allow anyone under the age of eighteen to attend an SCBWI event. There are no exceptions to this policy.
SCBWI Anti-Harassment Policy:
The Society of Children’s Book Writers and Illustrators (SCBWI) is dedicated to providing a safe and harassment-free environment for all of its members and will take any and all necessary steps to address and prevent harassment at events associated with SCBWI. Harassment under this policy may include verbal comments, written comments, displayed images, or behaviors such as intimidation, stalking, body policing, unwelcome photography or recording, sustained disruption of talks or other events, inappropriate physical contact, unwelcome sexual attention or advances, and bullying or coercion.
The SCBWI Member Anti-Harassment Policy applies to all situations of harassment or intimidation at any SCBWI Event. An “SCBWI Event” is any event, meeting or activity that is authorized by an SCBWI Regional Manager to be sponsored by, or affiliated with, SCBWI. SCBWI events may include, if properly authorized by an SCBWI Regional Manager, the Annual Summer Conference in Los Angeles, the Annual Winter Conference in New York, regional conferences, meetings and meet-ups. This SCBWI Member Anti-Harassment Policy also applies to “SCBWI On-Line Interactions,” which include communications and content posted on, or directed towards, SCBWI’s Social Media accounts or sent through any of the communication tools available on SCBWI’s website, www.scbwi.org. SCBWI’s Social Media accounts under this policy include the official SCBWI accounts on Facebook, Instagram, Twitter, Pinterest, Tumblr and LinkedIn.
Code of Conduct
All participants in SCBWI Events and SCBWI On-Line Interactions, including faculty, staff, and attendees, are required to comply with the following anti-harassment code of conduct. The SCBWI Anti-Harassment Policy prohibits harassment, including but not limited to the following behaviors:
-intimidation, stalking, or following.
-Sustained disruption of talks or other events.
-Inappropriate physical contact.
-Unwelcome sexual attention.
-Abusive verbal comments.
-Quid pro quo– sexual harassment that occurs when one in an authority position requests sex or a sexual relationship in exchange for professional consideration or favors.
-Harassment does not include respectful disagreement or reasonable and respectful critique made in good faith. SCBWI continues to welcome and appreciate presentation of appropriate controversial ideas, free speech, and creative artistic expression. SCBWI encourages members to hold one another accountable to the Code of Conduct as stated in this part of the Policy and to take the perspectives of others seriously when a disagreement arises.
Any person who believes there has been a violation of the SCBWI Anti-Harassment Policy can report the offense in one or all of the following ways:
-Certain SCBWI Events, including the Annual Summer Conference in Los Angeles and the Annual Winter Conference in New York, will designate one or more Safety Team Members who will be available during the conference to provide a safe space for members to report an incident. The Safety Team Member will report directly to the conference director or regional advisor in charge.
-A complainant may submit a complaint under this policy to the Director of Marketing and Communication Strategy, the Director of Illustration and Artist Programs and/or your Regional Manager.
-SCBWI has a dedicated email address for reporting any potential incident of harassment under this policy. Anyone who chooses to report an incident can find the Anti-Harassment Report Form on the SCBWI website (About > Anti-Harassment) or use the following link: https://www.scbwi.org/anti-harassment-report-form/. Reports should include the substance of the complaint, date, and whenever possible, a list of witnesses or a reference to the relevant URLs, if the offense occurred through an SCWBI On-Line Interaction.
SCBWI will investigate all complaints subject to the SCBWI Anti-Harassment Policy. If the policy applies, SCBWI will investigate the matter and take whatever action is necessary and appropriate to prevent a recurrence and protect the environment at SCWBI Events. If a complaint is made anonymously, please note that SCBWI will not be able to follow up on an anonymous report with the complainant directly, as SCBWI will not have contact information for the anonymous complainant. Moreover, anonymous complaints may hinder SCBWI’s ability to investigate the complaint. SCBWI will take steps to protect the confidentiality of the complaint, to the extent possible. However, complete confidentiality may not be possible in all circumstances. SCBWI will make every attempt to respond to a named complainant in a timely fashion.
If appropriate, SCBWI may report the incident to local authorities.
The SCBWI Anti-Harassment Policy prohibits retaliation against a member of the SCBWI community for reporting harassment, intimidation or discrimination, or for participating in an investigation relating to any complaint made under this policy. The sanctions for retaliation are the same sanctions available to address any other violation of the SCBWI Anti-Harassment Policy.
SCBWI takes all allegations of harassment seriously. Complaints will be investigated by SCWBI if they fall within the scope of SCWBI’s Anti-Harassment Policy. Depending on the results of the investigation, SCWBI will determine whether a sanction is appropriate.
Sanctions for faculty, speakers, staff or board members may include any of the following:
-warning the party involved that the particular behavior is inappropriate and must be ceased;
-immediate removal from a particular event;
-denial of access to SCBWI spaces and venues on a temporary or permanent basis;
-withholding of a contracted honorarium;
-prohibition from future speaking engagements;
-prohibition from future faculty appointments;
-expulsion from SCBWI; and/or
-removal from the Board of Advisors or Board of Directors, when appropriate.
Sanctions for attendees, members, and guests can include any of the following:
-warning the party involved that specified behavior is inappropriate and must be ceased;
-immediate removal from a particular event, without refund;
-denial of access to SCBWI spaces and venues on a permanent or temporary basis;
-termination of SCBWI membership, without refund; and/or
-prohibition of future SCBWI membership.
If the conduct at issue involves one of SCBWI’s employees, SCBWI will handle utilize whatever corrective action is appropriate based on the result of the investigation and subject to SCBWI employment policies and practices.
SCBWI will make every reasonable effort to conduct all investigations into allegations of harassment, intimidation, or discrimination in a manner that will protect the confidentiality of all parties and witnesses. Notwithstanding the above, confidentiality is not absolute, and those with a legitimate business reason to know and be informed of the allegations will be so informed. Parties to the complaint should treat the matter under investigation with discretion and respect the reputation of all parties involved.
If you wish to file a complaint or an anonymous complaint, CLICK HERE to access the Anti-harassment Report Form. If you have questions regarding this policy, go the SCBWI.org homepage and click on the green HELP button in the lower right corner and complete the form.