Frequently Asked Questions
What if something happens and I am unable to attend the conference?
We will provide a refund for the conference fee (minus $25 administrative fee) until Sept 12. After Sept 12, refunds will only be given in the case of military service or a death in the family. We do not give credit toward future events for cancellations.
The critique fee is non-refundable, and you will not receive a critique if you miss the electronic submission deadline of Sept 16 or cancel your conference registration.
I’m registered. How can view my registration details?
After you have logged in to our website, you can access your registration details by clicking on the MEMBER HOME button in the top right corner, then clicking My Events in the menu on the left side of the page. A list with all the upcoming SCBWI events that you have registered for will appear. Choose the Conference to view your registration details.
I’m registered. How can I add to or change my registration?
You can change or add to your registration on the general registration page.
Is food included at the in-person conference?
Yes! We will have a continental breakfast, all day coffee service, and a lunch buffet.
Will the lunch have gluten-free options or handle specific requests for food allergies or dietary needs?
Yes, the lunch buffet will include gluten-free and vegetarian options. While we make every attempt to accommodate food sensitivities, please understand that we cannot ensure every single participant’s dietary preferences and food sensitivities for our conference lunch buffet. If you have serious allergies/sensitivities or strict food preferences, we ask that you please bring supplementary food and leave it in your car as no outside food will be allowed in the conference center due to the venue's 'NO OUTSIDE FOOD' policy. We appreciate your understanding.
I need accessibility accommodations at the Roundhouse Conference Center. What is available?
Roundhouse Conference Center offers a wheelchair-friendly environment with level pathways for easy accessibility. This year, we will also have a designated quiet space for those who have sensory needs or who just want a place to debrief or gather their thoughts away from the crowd. If you have any specific concerns or require additional accommodations, please don't hesitate to reach out to Assistant Co-Regional Advisor, Nadia Salomon, [email protected]. We're committed to ensuring a comfortable and inclusive experience for all attendees.
If I stay overnight to attend the conference, do you have a hotel recommendation?
We suggest that you consider the Residence Inn San Ramon as it’s located very close to the conference center and walking distance from restaurants. Make your reservation early as rooms will sell out.
Will the conference be recorded?
No, as this requires a high faculty fee and significant A/V effort. If you're looking for some virtual content, check out SCBWI’s many virtual events.
Is there time for meeting fellow kid lit creators?
We will be having a pre-conference Zoom social for all conference attendees who would like to connect with fellow creators virtually before coming to the in-person conference. This will take place on a weeknight in the week before Oktoberfest; keep an eye out for details via email or check back on the event page.
I have never been to an SCBWI conference. What is the polite way to approach an editor or agent?
Please don’t hand manuscripts or illustrations to the faculty. Only offer information about your work, if asked. The faculty submission guidelines will be in your conference folder. Click here to see excellent tips for a new conference attendee from SCBWI National Conference Blogger Jane Makuch.
Can I bring a friend or my children (who will be very quiet.)
All attendees are required to pay the registration fee. We do not provide childcare. Due to insurance considerations, no one under the age of 18 is eligible to attend.
I’m an illustrator. What are the details I need to know about sharing my portfolio at Oktoberfest Showcase?
Go to the Portfolio Showcase page for all information regarding sharing your work at Oktoberfest.
Maximum size for standard portfolio: up to 15″ width (unopened) and height. For liability reasons, no electronic portfolios, such as iPads, will be allowed as part of the showcase. If you only bring an electronic portfolio, it will not be displayed and your reservation fee will not be refunded. For full information, go to the Portfolio Showcase page.
I’m published. How can I get my book in the conference bookstore?
Our bookstore this year is limited to our in-person faculty. However, we plan to feature PAL books published between November 2023 and the end of 2025. Check back soon for details on how to submit this information to the Oktoberfest Team.
I signed up for a manuscript critique and have not received my guidelines and who to send it to yet.
The submission guidelines for manuscript critiques are posted on the Manuscript Critique Page.
I am having trouble registering.
We are using SCBWI registration software. If you are an SCBWI member, make sure that you are logged into your SCBWI member account to receive the SCBWI Member rate.
If you are having trouble purchasing, please note that the green Purchase button now sits on the navy blue bar floating on the bottom of your page.
If you are still having difficulty with registration, please email our Assistant Co-Regional Advisor, Natasha Yim, [email protected].
I use social media. Can I post a report on the speakers’ presentations?
Please see the SCBWI policy on our conference website. If you meet the criteria, you are welcome to share comments on social media using this hashtag: #SCBWIoktfest25
I am trying to join a critique group or put together a critique group. Will there be an opportunity to sign up for a group or network?
We will have TWO critique group connection opportunities in the weeks leading up to Oktoberfest! More info coming soon.
After registration, will I receive more information about the conference?
You will receive multiple mailers regarding our conference throughout the next few months. Keep an eye on your inbox. The conference webpage will be updated to reflect any changes and/or additions, so please check in as often as you’d like.
Where am I supposed to park?
Parking for the Roundhouse Conference Center will be available. See the Venue & Directions page.
What should I wear and what should I bring?
We recommend professional casual attire as you will be meeting members of the industry. Please bring your own water bottle and refill as needed. A notepad and pen will be your best friend as ideas come fast and furious! If you have food or drink (other than water) that you bring from home, please consume it outside due to the venue's 'NO OUTSIDE FOOD' policy.
I’m an SCBWI member and run private classes. Can I share my information at the conference?
You may place a reasonable quantity of materials on the Take One! table so there’s room for everyone. Please respect our attendees by not personally soliciting for your private activities. All materials must be retrieved by the end of the conference or they will be discarded.
This does not answer all my questions. Who can I ask for more information?
If your question has not been answered here, please contact the following Regional Team members for more information:
- Manuscript Critiques & Submissions, contact Natasha Yim, [email protected]
- Portfolio Critiques & Submission Process, contact Zu Gong, [email protected]
- General Conference and venue info., contact Nadia Salomon, [email protected]
- Faculty, contact Dean Gloster, [email protected]
We look forward to seeing you in October!
Schedule Subject to Change Without Notice.