Originally published on LinkedIn. Updated August 8, 2024.
Organizing a Queer Romance Writers Virtual Conference
My first professional conference was ACES VCON23, a virtual conference for its professional editing members. It was the organization’s fourth year holding the event on a virtual platform. For a host of reasons, namely my various mental health diagnoses, crowded venues are anathema to me. However, I understand the importance of improving my craft, staying updated on industry news and software, and connecting with my fellow editors (especially other queer editors).
I’ve discussed a few reasons queer romance and queer romantic suspense authors should have courses and workshops that center on their specific genre. As queer authors (or authors writing queer romance), the unique challenges we face from both writing and publishing standpoints often preclude us from being as authentic as we might want to be in non-queer spaces.
Thanks to attending ACES VCON23, as well the Neurodivergent Publishing Conference earlier this year, I’m more well-versed than I was a year ago in how virtual conferences run. Like the queer romance writing courses and writing workshops, here’s a few strategic tactics to address to make a Queer Romance Writers Virtual Conference happen.
Photo by Claudio Schwarz on Unsplash
Virtual Conference Logistics
A lifetime ago, I wanted to be an event planner, first at a major sports arena before moving to working for the WWE. Though that career goal fell by the wayside post–Great Recession, the lessons learned across several internships stuck with me. The first task, the one on which all others depend, are the logistics of the event.
A virtual conference must be held on a stable hosting platform. ACES uses Whova; NPC used Gather. Market research establishes conference goals and objectives. Next, organizers set a budget. Finally, we’ll invite vendors, sponsors, and partners to support the event. We’ll keep the conference as affordable to attendees as possible.
After the foundational logistics are taken care of, it’s time to pick a date. To avoid overwhelming attendees, the Queer Romance Writers Virtual Conference would last no more than two or three days (likely over a weekend). Writing and editing conferences happen year-round, though the most popular seasons tend to be spring and late summer/early fall. June is Pride Month, so for the first conference at least, a weekend during that month seems ideal.
Virtual Conference Speakers and Sessions
Tomi Adeyemi has the following to say about how writing conference events are typically organized:
In addition to panels and lectures, several writing conferences feature workshop sessions [. . .] where you can get real-time feedback on a select number of pages in your manuscript or advice on how to improve your query letter.
The Queer Romance Writers Virtual Conference should thus appeal to the widest guest pool possible. Next to affordability, the conference’s speakers and sessions must be carefully weighed against attendee needs. Authors who write queer romance and editors at every stage of the editorial process would propose potential sessions. On the whole, they would be chosen for their expertise in alignment with the conference goals and objectives.
The possibilities are limitless as queer romance continues its upward spike in popularity and imprints seek queer stories by queer authors. Again, to keep from overwhelming attendees, there would be no more than four one-hour sessions time-blocked per day. The fun stuff happens outside of the structured learning.
Networking Events
There’s a reason or twelve why my only conference experiences have been the virtual kind. My talents lie not with in-person communication. I’ll talk for hours on video calls with my edibuddies and writing pals. Ten minutes into a face-to-face conversation, and I’m ready for a three-hour nap.
“Mingling with strangers at mealtimes or cocktail hours can be downright intimidating,” says freelance writer and writing consultant Kerrie Flanagan. “With a little preparation, this doesn’t have to be scary.”
Remember, a big part of attending writing conferences is to engage with the other participants. It can be much easier—and undoubtedly better for a person’s social battery—to meet and chat in a virtual space. During each day, the Queer Romance Writers Virtual Conference would have a few breakout sessions for queer romance subgenres.
There are more subgenres out there than can fit in this article, of course. These sessions would connect authors and editors working from (or learning to work from) the same core reader expectations. The result would hopefully be an environment for folx to share lessons learned, ask and answer questions, or even ponder the importance of Post-it notes in modern society.
A second option is one or two evening Happy Hours. This would be attendees’ chance to unwind from the day’s events, let down your virtual hair, and get to know other participants outside of your role(s) as author or editor. It would last no longer than an hour. You’d be free to come and go as you please. Just as you could with the conference sessions themselves.
Photo by Sincerely Media on Unsplash
To Sum It All Up
Every major genre organization (at least in the United States) has conferences and social events geared toward those authors. The Mystery Writers of America has multiple yearly conferences hosted by various chapters. The Contemporary Romance Writers held its virtual conference this past weekend. Even science fiction and fantasy authors can attend conferences around the world.
Yet like with writing courses and workshops, most of these events are heteronormative in nature. I can’t and won’t argue that it’s purposely that way. It’s just the nature of the modern publishing industry. Queer romance writers and editors will just have to elbow our way into the conversation. Queer stories, even if they’re not romance, deserve to be told.
The Queer Romance Writers Virtual Conference would allow those stories a place to germinate and grow. More so, it would give authors and editors the opportunities to learn something new, reinforce existing knowledge, or teach what they know to others. Above all else?
Each day is over before the sun goes down.
We night writers will appreciate that.
Reflecting On Your Story One Word At A Time!
