Frequently Asked Questions
Saturday, September 21, 2019
9:30 a.m. – 5:30 p.m.
Red Pencil Conferences are hosted biennially by the Northwest Editors Guild as a learning and networking forum for its members, colleagues, and friends in the editing community. It is the largest editors' conference on the West Coast. Over 200 editors participate from the Pacific Northwest, California, Canada, and beyond.
This conference is specifically for editors, unlike other publishing or writing conferences in the region. The program is a mix of sessions large and small, formal and informal, for freelance and in-house editors. It’s a midsize conference offering a great opportunity to meet new people and catch up with friends and colleagues from previous years.
This year is the seventh such offering organized by volunteers and made possible through the support of a chorus of community partners.
The 2019 conference will be held on the campus of Bastyr University (14500 Juanita Dr. NE, Kenmore, WA 98028), 16 miles northeast of downtown Seattle. The setting is a true Northwest experience, nestled in the woods on Bastyr University's beautiful campus, which features gardens, walking paths, and nearby trails.
We are excited to bring Viniyanka Prasad to Seattle to help us explore this year’s theme. Her keynote presentation, “The Power to Hear Another’s Truth,” will address “recognizing the central and essential in stories told from another’s perspective and embracing our capacity to provide structure without rede
Viniyanka Prasad is the executive director and founder of The Word, A Storytelling Sanctuary—a nonprofit promoting diversity in literature. The organization works to remove blockages along the publishing pipeline that obstruct publication of underrepresented voices. Formerly the chief appellate attorney of a federal public defender organization and now a civil rights attorney, Prasad has long looked to authenticity and dignity as necessary guideposts for sharing others’ stories.
Prasad is a graduate of the University of Chicago Law School and the Denver Publishing Institute.
More Details About the 2019 Conference
Want to know more about our upcoming conference? Check out the sections below to get all the details!
If you still have questions after reading this information, email us at firstname.lastname@example.org (for general conference questions) or email@example.com (for questions about accessibility), and we'll be happy to help.
What types of editors are welcome at the conference?
The Red Pencil Conference is for all editors of the written word. We will have sessions that speak to freelancers and in-house editors, covering genres and specialties from technical editing to comic books and beyond. There will be sessions appropriate for those with decades of experience and for those who are just starting out.
I’m an author and want to learn how to self-edit my work. Is this conference for me?
Probably not, unless you are interested in becoming a professional editor in addition to being an author. Our sessions are designed for people who already work as professional editors or who want to become professional editors. Attendees are expected to have basic knowledge about what editors do, the different types of editing, and the tools editors use.
If you are an author, we encourage you to visit the Guild’s member directory to find an editor who can help you with your needs.
What does this year’s theme, Voice & Voices, mean?
The 2019 Red Pencil Conference presents opportunities to explore the theme of “voice and voices” from multiple angles:
- The personal: How can editors listen to and support their own inner voice in their branding and business practices?
- The professional: How can we improve our ability to support each client’s authentic voice, while improving their ability to connect with their audience?
- The public: How can we support the voices of a greater range of writers and readers, both in our work and in our editorial community?
Join us as we listen, learn, and expand our understanding of the world of editing.
What session topics can I look forward to attending?
Our exciting sessions this year:
"Conlangs: Languages with Stories to Tell,” with Sea ChapmanUPDATE: Sea Chapman's presentation has been cancelled due to a family emergency.
- "Holding Space: The Importance of Helping African Americans Heal through Storytelling,” with Christy Abram
- "Macros 101: Work Smarter, Not Harder,” with Amy J. Schneider
- "Tweet This, Not That: How to Write and Edit for Social Media,” with Alysha Love SCHEDULE CHANGE: This presentation has been moved to Session One instead of Session Four
- "Proof Your Health, Performance, and Finances: Wellness for Editors,” with K. Aleisha Fetters
- "Retaining the Narrator’s Voice: The Push & Pull of Correct & Respect,” with Julie McDonald Zander
- "Technical Editing for Science and Engineering: The Art of Translating Technical Topics into Clear Language,” with Jennifer Koogler (moderator), Hannah Garrison, Kristen Legg, and Marcy McAuliffe; Mike Maisen (organizer)
- "How Many Words in a Picture? Editing Graphic Novels,” with Christina Frey
- "Inclusive Language in Medical and Technical Editing,” with Jess Gee
- "Working with Independent Authors,” with Tanya Gold
- "Many Authors, Unified Voices,” with Laura Cameron
- "Saving Your Voice: Freelancing Outside the Box,” with Joanie Eppinga
- "True Confessions: What We Learn on Our Journey toward Inclusive Editing," with Brittany Yost (moderator), Rachel Payne, Julie Van Pelt, and Viniyanka Prasad
"Tweet This, Not That: How to Write and Edit for Social Media,” with Alysha LoveSCHEDULE CHANGE: This presentation has been moved to Session One instead of Session Four.
Additional smaller Q&A/Demo offerings:
- Session 1: "Taxes, Licenses, and Banking in Plain English," with Jenny MacLeod
- Session 2: "Mentoring for Editors," with Nevin Mays
- Session 3: "Ergonomics, Posture and Managing those Workplace Aches and Pains" with Jordan Proudfoot and Lee Welton
When can I see the program guide?
The program guide will be handed out on Saturday morning at check-in. To read more about the sessions offered in advance, please read our blog posts from June and July. Please also note the late-breaking adjustments to the schedule posted above.
Will the conference material be available online?
Handouts for all sessions will be provided online a few days before the conference.
What is the schedule for the day?
The opening remarks, keynote presentation, and closing remarks will take place in the auditorium, with breakout sessions in nearby classrooms. Breakfast and lunch will be held in Bastyr’s Dining Commons, just down the hall.
Check-in and Breakfast
Closing Remarks and Break
What else is happening during the conference? Are there vendors? Are there books?
Lunchtime will include options for small, topic-based group discussions. For attendees inclined to eat solo or gather more casually, space will be available in the Dining Commons, in the classrooms, and outside in the courtyard.
A selection of vendors and community resource tables will be present in the foyer throughout the day, as well as a spot for sharing messages and charging devices in need of juice.
The Bastyr Bookstore will be hosting a table of books and resources curated by the conference committee. The bookstore itself will also be open most of the day with its special Northwest and health-inspired offerings.
The campus offers multiple options for a quiet space to catch your breath, whether inside one of the rooms occupied by the conference or, weather permitting, outside in the beauty of the campus grounds. There are also walking trails through the forest in a state park across the road from campus.
What should I bring?
- Business cards!
- Notebook, writing implements
- Light jacket or sweater
- Refillable water bottle or travel mug for coffee and tea
What should I wear?
Wear clothes that make you feel good about meeting new people! If you’re coming from beyond the U.S. West Coast, know that we tend to dress casually compared to other parts of the country. Dressing in layers is always a good idea. The weather will likely be mild and in the mid- to upper 60s. A light jacket or sweater is recommended, as indoor temperatures can vary dramatically from room to room . . . and you might want to enjoy the garden paths at lunch. The after-party will be held in an outside courtyard if the weather is nice.
Is food available at the conference?
Bastyr University Catering Services provides catering for all conferences. Your registration includes a vegetarian breakfast buffet with coffee and tea; a buffet-style lunch featuring delicious vegetarian entrees, side dishes, a salad bar, soup, desserts, and beverages. Mid-morning and afternoon coffee and tea service will be available as well. Meals are prepared from scratch and made from the highest quality ingredients, and organic whenever possible. All food provided for breakfast and lunch is vegetarian. There will be both vegetarian and non-vegetarian options available for the After Party.
What if I have dietary restrictions?
Please tell us about any dietary restrictions on your registration form. Bastyr’s chefs do their utmost to provide options, although they cannot guarantee accommodations for all restrictions. There will be several options for most dietary needs, including lactose-free, vegetarian, vegan, and wheat-free diets. The kitchen is not a certified/designated gluten-free or nut-free facility and cannot guarantee the complete absence of specific ingredients. All food is made in a gluten-friendly kitchen, prepared and cooked using shared equipment, and is not recommended for those with celiac disease or gluten allergies.
Is a party planned for after the conference?
Yes, and we are looking forward to it! The after-party will be held on-site at Bastyr University, immediately following the closing remarks. It’s a great opportunity to linger and celebrate a mind-stirring day over tasty nibbles and libations with friends and colleagues. In keeping with the conference theme, the food and beverages will feature the “voices” of smaller Northwest farmers and food producers. Bastyr takes care to provide for a wide variety of diets, including delicious vegetarian and vegan options. See more information on the Food tab.
Do I need a ticket to go to the after-party?
The after-party ticket costs $20 and is not included in conference registration. Tickets for the after-party can be purchased when you register for the conference, or until September 17 on the same registration page.
Are there other conference-related events happening that weekend?
Join editors near and far at the Friday evening Happy Hour at the Dynasty Room. Drop in between 4 and 7 p.m. to meet new and old friends and enjoy happy hour offerings at a unique Seattle location.
The deadline for getting in on sponsorship opportunities is extended to July 19th. Check out your Friends and Partners Sponsorship Opportunities to learn more!
Are there opportunities to help support the conference?
Of course! There are a variety of way to support the conference. You can volunteer (contact firstname.lastname@example.org), contribute to the conference scholarship fund (email@example.com), or feature your organization through ads and other exposure options. Read about our Friends and Partners Sponsorship Opportunities or contact firstname.lastname@example.org.
How do I volunteer?
We very much appreciate volunteer energy—in fact, this conference wouldn’t be possible without it! We are looking for volunteers to serve as room monitors, set-up and cleanup crew, vendor and speaker support, accessibility support, and swag bag stuffers. Please email our conference volunteer coordinator at email@example.com to tell us you’re interested. We’d love to hear from you now!
Can I volunteer if I’m not from the Seattle area?
Yes. We have jobs for volunteers before, during, and after the conference, and can find a job that best suits your availability. Volunteering is a great way to get to know people, too.
How much does it cost to register?
Nonmember Early Bird (until Aug. 15)
Member Early Bird (until Aug. 15)
Nonmember Regular Price
Member Regular Price
- Registration closes September 17, 2019, or earlier if the conference sells out. No registration will be available the day of the conference.
- Guild members, please be sure that you are logged in to the website when registering for the conference: if you are, the registration system will automatically apply your discount!
- Presenters, vendors, select volunteers, and special guests will receive discount codes via email.
Affiliate discount codes will be sent out to the following organizations and groups:
ACES, ASBPE, Bay Area Editors Forum, Editcetera, Editors Canada, Editors of Color, EFA, PNW Chapter American Society of Indexers, Portland State University Masters in Book Publishing (Ooligan Press), Professional Editors Network, San Diego Professional Editors Network, San Diego Writers and Editors Guild, SfEP, Society of Indexers, University of Washington Editing Certificate Program.
Please note: you can only use one discount code at registration.
Please email firstname.lastname@example.org, and our administrator will assist you.
How do I register for the after-party?
Tickets for the after-party will be available until September 17. Tickets will not be available on the day of the conference. Simply select the after-party ticket in addition to your conference-only ticket in the registration form.
What is the cancellation policy?
Cancellations on or before August 23, 2019, will receive a full refund of registration fees, minus a $15 processing fee.
Cancellations made between August 24 and September 13 will receive a 50% refund.
Cancellations made after September 13 will not receive a refund except for in emergency situations.
Are scholarships available?
Yes! A small number of partial scholarships are available. In keeping with the conference theme, these scholarships aim to encourage attendance by editors whose personal and/or professional backgrounds add to the diversity of voices and perspectives in the Northwest Editors Guild’s professional community. We will prioritize:
- Editors connected to communities currently underrepresented in the Northwest Editors Guild.
- Editors registering to attend the Red Pencil Conference for the first time.
- Editors who find the cost of registration a significant barrier to attending.
To apply for a scholarship, download and follow these instructions: Red Pencil Scholarship Information. Email email@example.com with any questions. Scholarship applications must be received by August 25.
To contribute to the scholarship fund, please send any amount you choose via PayPal at paypal.me/EdsGuild. Include the words “Red Pencil Scholarship Contribution” in the comment field. Donations must be received by August 25. (Note that donations to the Northwest Editors Guild are not tax-deductible.)
For more information or to donate by mail, download these scholarship instructions: Red Pencil Scholarship Information.
Are there hotels reserved for the conference?
We have blocks of hotel rooms reserved for attendees at discounted prices. All hotels are near amenities; all have ADA-accessible rooms available. More detailed information is provided on our Hotel Information Sheet.
The Courtyard by Marriott in Kirkland is 4.5 miles east of Bastyr and is offering rooms with one King for $169 or two Queens for $179. Book online at the Red Pencil Conference group rate, or call 1-425-602-3200. Use the code “Red Pencil Conference” when booking. Rooms and discount are available through August 29, 2019. This discount is no longer available.
The Country Inn & Suites by Radisson in Bothell is 6 miles north of Bastyr and is offering rooms with one King for $149 or two Queens for $169. Book online at Country Inn & Suites by Radisson, Bothell or call 1-800-456-4000. Specify “Bothell, WA,” the block name “Northwest Editors Guild-Red Pencil Conference 2019,” and use the code “RPC19.” Rooms and discount are available through August 19, 2019. This discount is no longer available.
Comfort Inn by Choice Hotels in Kirkland is 5 miles east of Bastyr and is offering rooms with one Queen for $94 or two Queens for $99. Book online at Comfort Inn Kirkland or call 1-425-814-1792. Use the group name “Northwest Editors Guild” and group account number “372190.” Rooms and discount are available through September 12, 2019. Be sure to reserve your room by 9/12/19 to get the conference discount.
In the past, the conference committee has helped connect people with homestays. We are not offering that service this year, but we encourage you to use your social networks to reach out to friends and colleagues in the area.
How do I get to the conference?
The campus of Bastyr University is located in Saint Edward State Park in Kenmore, WA. The address is 14500 Juanita Dr. NE, Kenmore, WA 98028. This is about 16 miles from downtown Seattle via I-5 and I-405.
There is plenty of free parking in large lots near the main building.
Interested parties can sign up for a ride share with attendees who are driving to the venue. Please check the appropriate box during registration and our volunteer coordinators will contact you. If you forgot to do this at registration, please email firstname.lastname@example.org as soon as possible to be connected.
The closest bus stops (King County Metro Routes 234 and 244) serve the Eastside (Bellevue and Kirkland, across Lake Washington from Seattle). Allow for plenty of travel time if coming from Seattle. To better plan your trip if you have an iPhone or Android, download one of the free apps One Bus Away or Trip Planner (from King County Metro) from your phone’s app store. (King County Metro’s Trip Planner is also online.)
The Red Pencil Conferences welcome everyone. We aim to make sure every participant feels safe, welcome, and included. Read below for information about accessibility at the Red Pencil Conference 2019.
Volunteers will be available to answer questions and problem-solve throughout the day of the conference. If you have specific requests, please email email@example.com so we can plan ahead.
Before the conference
- One or two accessible rooms are being held at each hotel (see the Lodging and Transportation tab). Please ask for those when you make your reservation.
- You can sign up on your registration form to be connected to a ride share (from Seattle to Bastyr and back) with another conference attendee. If you forgot to request a ride share at registration or you have other specific requests, such as a ride that can accommodate a mobility device, please email firstname.lastname@example.org as soon as possible.
- There is free, accessible parking in front of the main entrance at Bastyr.
At the conference
Bastyr University’s Kenmore campus meets ADA accessibility standards. What you will find when you arrive:
- Free parking in a flat lot next to the conference building, with curb ramps.
- Flat entrances to the building and to every room.
- Doors with automatic entry or propped open.
- Restrooms (men’s, women’s, and all-gender) that meet ADA accessibility standards.
- Vegetarian breakfast and lunch buffets that are generous, healthy, customizable to most dietary needs, and clearly labeled. (Look for more information on the menu by email prior to the conference.)
- Multiple options for personal retreat space, both indoors and out.
- A campus that uses only fragrance-free cleaning products.
Note about food sensitivities: The Guild has held several successful Red Pencil Conferences at Bastyr University in past years, and the food has always been outstandingly delicious and suitable to a variety of diets. This year, the chefs will be emphasizing vegan and wheat-free options. Breakfast and lunch will be vegetarian; fish, meat, and vegan options will be available at the after-party. Ingredients will be clearly labeled. All menus will be entirely nut-free. However, the kitchen is not 100% gluten-free, and products containing gluten will be served. We do have access to a refrigerator and microwave in case you need to bring your own food to stay safe and healthy: please talk to a volunteer when you arrive to make arrangements.
Note about chemical sensitivities: Bastyr’s Kenmore campus is officially a fragrance-free environment. However, with up to 250 editors attending the conference, plus additional events on campus throughout the week and weekend, we can’t guarantee that all conference spaces will remain fragrance free throughout the day. Smoking is allowed only in the parking lot.
In a session
During sessions, you will find:
- Microphones will be used for all presentations. (Speakers will be reminded to use them if necessary.)
- Slides and handouts will be available for you to download both before and after the conference. Note that we are not providing print copies: in the past, a vast amount of paper went unused and was left behind. If you like to have material on hand, try to print and bring what you need. (If this choice creates a barrier for you, please email email@example.com.)
We need some advance notice for some requests:
- Would bringing a companion help you attend the conference? Email firstname.lastname@example.org to arrange to have a companion accompany you at no extra charge.
- Do you sometimes find it difficult to hear a presenter clearly in a large room, or find it difficult to focus on purely auditory information? CART captioning will be provided for the keynote address. Captioning for additional sessions will be provided by request only, so please email email@example.com now. (For budget reasons, captioning will not be provided for every presentation. Comprehensive captioning will be considered in future conference budgets.)
What you can do
- Please email firstname.lastname@example.org to ask further questions, arrange for a companion or CART captioning, or discuss any other arrangements that will help you focus on learning while you’re at the conference.
- Volunteers will be available to answer questions and problem-solve throughout the day of the conference.
- Finally, please consider avoiding scented products on the day of the conference if you can do so without damaging your own health. Here are a few tips:
- If you can, choose your outfit for the day ahead of time and wash it either with “fragrance-free” detergent, just baking soda, or just water. Alternatively, hang it up and air it out for a couple of days before you wear it to the conference. Fragrances in laundry products are specifically designed to last a long time, and this is one of the best ways to avoid triggering an asthma or migraine attack in a fellow editor.
- A next step is to avoid any optional personal products, such as perfume, cologne, hair gel, or hair spray.
- If you want to do more research, here are few resources:
Please email email@example.com for more information, specific requests, or to share any ideas that will help us make this conference more accessible for you or anyone you know.
Do you have an event hashtag for social media?
There will be! Watch this space for the new groups on LinkedIn and Twitter.
Don’t forget to tag your posts with #EdsGuild2019!
Bastyr is a fragrance-free facility. This includes scented lotions, perfumes, incense, and essential oils. We ask all attendees to be both mindful and careful about avoiding fragrances, so that everyone can enjoy the conference all day long.
There is no smoking of any kind and no marijuana use is allowed on the premises.
We cannot provide childcare during the conference. It is not an appropriate venue or program for children.
More details about the conference will be posted in the months ahead, so please check back often!