Fac notes for 2023

 

 

IMPORTANT – Please be sure to at least skim the following info. You’ll enjoy the conference more if you know what to expect.

 

Covid policy: The YMCA is following the public health orders of Larimer County. Presently masks are required to be worn in all indoor public spaces. Limited exceptions, including for individuals who cannot medically tolerate a face covering. You will need to sign an Assumption of the Risk and Waiver of Liability form for both the YMCA and CCWC.

Lodging: Presently the YMCA has no covid restrictions regarding sharing a room with a non-family member. Obviously, there is no way of knowing what the policy will be in May. My hope is to be able to house faculty two to a room with the roommate of their choice. If you are willing to share a room, please note this on your contract if you are vaccinated and boosted. The cost of CCWC providing a single room for everyone on faculty is not financially feasible at $161 more for a three-night stay (Wednesday thru Friday night) and an additional $77 for those who need to stay Saturday night. If CCWC is covering your lodging and because of covid you will not be able to come unless you have a single room, I will split the cost of the upgrade with you. If you’re not concerned about covid but simply prefer staying in a single, please do not ask CCWC to cover the upgrade cost.
 

Option to cancel: Since there is no way of knowing what new variants and restrictions we might be dealing with in May, all faculty have the option of canceling even at the last minute if they do not feel it is safe to come. Should the airlines or YMCA require proof of vaccination and a faculty member is unable or unwilling to be vaccinated, they may cancel with no hard feelings on our part.
 

Going virtual? Should covid make it impossible to hold the conference in person, we’re grateful we now have the experience to be able to pivot to virtual. We’re asking faculty teaching workshops to be willing to pre-record. Keynotes and continuing sessions would be live from the faculty member’s home.

 

First of all …
a huge thank you to those who are covering their own travel. With the size of our faculty, that really is a great help. 

Driving - Click on Travel for directions.

Booking Your Flight
If you are booking your flight, please note the recommended flight arrival and departure times below. Please run your itinerary by me before you book so I can confirm the availability of a ride from/to the airport at the time you are arriving at DIA (Denver Int’l) and departing the YMCA. Flights need to be booked by APRIL 12.

If CCWC is paying for all or a portion of your flight, please email flight info and the price to me before you finalize the booking and let me know if you need to be reimbursed before the conference. Or I’ll be glad to book your flight, after first clearing the itinerary with you. You’ll need to email me your name as it appears on your driver’s license, birth date, phone # when traveling, and your preferred time/day of travel as well as the airport you fly out of. For pricey flights I try and use my frequent flyer miles. I prefer Southwest with their two free checked bags policy. If Southwest is not available, the conference will cover the cost of one checked bag if necessary. I’ve found the lowest fares can usually be booked Tuesday afternoon through Wednesday or right after midnight.

Flight Arrivals
Travel time from Denver Int'l Airport (DIA) to the YMCA is approximately two hours. In order to get checked into your room at the Y and arrive in time for the 6:00 pm faculty/staff dinner, I recommend you choose a flight that arrives no later than 3:00 pm on Wednesday, May 11 unless, of course, you are teaching Wednesday afternoon.

Rides from DIA
We will provide transportation from the airport. Your driver will be in touch with you prior to the conference. We avoid using the Estes Park Shuttle because of the cost ($65 one way; $115 round trip) and longer travel time. It also doesn’t seem as welcoming!

Renting a Car at Your Expense (CCWC cannot reimburse)
Let me know, please, if another faculty member can ride with you if your flight times coincide.

Saturday Flight Departures
You are welcome to depart on Saturday afternoon if needed. We prefer, however, that you book an evening flight. The last continuing session ends at 2:00 and the last workshop or clinic at 3:15. Following that are the awards, closing keynote, and time of commitment. The conference ends at approximately 5:00 pm. You need to allow at least 90 minutes travel time from the YMCA to the airport (longer on the shuttle) plus at least 90 minutes for check-in. We are typically able to find drivers late Saturday afternoon and evening. If you need to catch an earlier flight, please note the Estes Park Shuttle pick up times at the YMCA (in case we cannot find a driver) are 5:00, 7:00 or 10:00 am and 1:00, 4:00 or 7:00 pm. You need to allow two hours travel time and 90 minutes for check-in at DIA.

Sunday Flight Departures
Please do not book your return flight earlier than 8:30 am and then only if you’re willing to get up in the wee hours to depart on the 5:00 am shuttle. The next shuttle is at 7:00 am for a flight 10:30 am or later. We’re more likely to be able to find a driver for flights that depart at 10:30 am or later. If you want to go on the tour of Rocky Mountain National Park on Sunday, we will arrange to have you back at the Y for the 1:00 pm shuttle (for a 4:30 pm or later flight) or whenever your driver is leaving for the airport. It is wise to allow at least 3-½ hours between leaving the YMCA and your flight departure.
 

Campus map – click here and scroll down.

Administration Building
There is a flag in front of the building and a porch around the front. There is a side entrance with no stairs. You will pick up your room key at the front desk. There is also a snack bar, lounge area, and gift shop here.

Ruesch Auditorium
This is the largest building on campus—just up the sidewalk from the Administration Building with a wrap-around-deck on the auditorium level. There is an elevator available through the door left of the Aspen Dining Hall.
        —East Foyer is nearest the Administration Building.
        —West Foyer is nearest the lodging in Alpen or Longs Peak (Central Lodge).

Aspen Dining Hall
This is located beneath the Ruesch Auditorium. Unlike other conferences, we are not able to reserve tables because there are other groups on campus.
 

What to Pack
Bring comfortable shoes and clothes you can wear in layers. Although we’re anticipating springtime weather (average high 61; average low 34), it may drop to freezing in the evenings. And if you were with us during the blizzard of 2017 when we had 42 inches, you know it could snow! Jeans are fine - really! And men - please NO suits or ties! We’re here to learn from one another and to seek the Lord in a retreat setting.

When You Arrive
If you are lodging in Long’s Peak or Aspen, you will pick up your key and meal ticket at the large counter in the main lobby of the Administration Building. Although the YMCA states 6:00 pm as the time rooms are available, typically they have been able to let us into our rooms by mid-afternoon. If your room is not yet available, you have several options:

   1.  Relax in Administration Building with café,comfortable seating, and Wi-Fi.

   2.  Join us in the Ruesch to help with set-up. 

   3.  Eat lunch in Aspen Dining Hall. Hours are 11:30 – 1:30. Request that your name be added to the conference list at the cash register. Or pay for lunch and I will reimburse you when I send your honorarium after the conference.

   4.  Attend Wednesday afternoon early birds at no charge. We’ve got exciting choices!
 

Managing Your Luggage
If you do not have a car to get your luggage from the Administration Building to your room, call Eric ( 719-322-6992).

Checking In
At your convenience, pick up your conference packet, nametag, and appointment schedule from the Appointment Desk located in the east foyer of the Ruesch. We will hopefully have everything ready for you by early afternoon on Wednesday.

Adjusting to the Altitude
The YMCA of the Rockies is located at an elevation of 8,010 feet above sea level. Altitude sickness can affect everyone, no matter what age or level of fitness.

Nearly everyone who visits from lower elevations will notice shortness of breath. Some may also experience fatigue, dizziness, headaches, and nausea. I have found that DRINKING LOTS OF WATER makes all the difference. The YMCA also recommends that we eat lightly, avoid caffeine (really), get plenty of rest (right!), and keep exertion to a minimum.

Connecting with the Outside World
Cell phones cannot always get a signal because of the surrounding mountains. Therefore, give your ,family and office the Y’s main number: 970-586-3341 and have them request the operator connect them with your room where they can leave a message. You can also give them x1164 (book table located in the East Lobby of the Ruesch) and we’ll take a message.

Long distance calls may be made from the phone in your room if your cell phone is not working, but please pay for your calls when you check out. The Y operator recommends AT&T phone cards as the most reasonable alternative for long distance calls.

Wi-Fi is available in both Alpen and Long’s Peak (Central Lodge) as well as the Administration Building and the Ruesch Auditorium that serves as the conference hub.

Faculty/Staff Dinner
Please plan to join us at 6:00 pm Wednesday. 

Long’s Peak (Central Lodge) & Alpen Inn
CCWC houses faculty two to a room in Long’s Peak or Alpen Inn. Alpen is closer to the Ruesch Auditorium (where all the keynotes, appointments, panels, and 4 of the workshops are held) and the Aspen Dining Hall that is directly beneath the Ruesch Auditorium. Alpen’s rooms are large with two queen beds, a sofabed, and full bath. There are no elevators, so if you need to avoid stairs please let me know so I put you in a room on the first floor. Long’s Peak (Central Lodge) is a newer lodge and has elevators, two queen beds, and a full bath. Half of the workshops will be held there. The walk between Long’s Peak and the Ruesch is not long or as steep as the hills at Mt. Hermon, but remember the YMCA is at 8,010 feet above sea level! Please note that CCWC does not cover the cost of lodging for authors teaching only one or two workshops but the same as everyone on faculty there is no registration fee. 

Roommate or Upgrade to a Single 
Presently the YMCA has no covid restrictions regarding sharing a room with a non-family member. Obviously, there is no way of knowing what the policy will be in May. My hope is to be able to house faculty two to a room with the roommate of their choice. If you are willing to share a room, please note this on your contract if you are vaccinated and boosted. The cost of CCWC providing a single room for everyone on faculty is not financially feasible at $161 more for a three-night stay (Wednesday thru Friday night) and an additional $77 for those who need to stay Saturday night. If CCWC is covering your lodging and you will not abe to come unless you have a single room, I will split the cost of the upgrade with you. If you’re not concerned about covid but simply prefer staying in a single, please do not ask CCWC to cover the upgrade cost.

Bringing Family 
Because meals are included with lodging (dinner day or arrival through lunch day of departure), the Y charges for each person in the room. The cost to bring your spouse is $92 a night for Wednesday and Thursday nights, $114.50 a night for Friday and Saturday night plus 5.7% sales tax. Children, ages 6-12, are $24.50 a night. Your family is welcome to attend all or part of the conference at no charge. If you have a teen 12-18, he or she is welcome to come no charge to Saturday’s Teens Write. To avoid confusion and possible double-booking, let me know if you are bringing family so I can book the room. You can pay the YMCA for your family’s portion of the bill when you arrive.

Rooming with a Friend
If you’d prefer to room with a friend rather than a faculty member, please note their name and nights on the contract. To avoid double-booking, I will book the room and add your friend’s name. They will receive an invoice from the YMCA when they arrive. Cost is $92 a night for Wednesday and Thursday night, $114.50 a night for Friday and Saturday night, plus 5.7% sales tax.

Cabins 
Should you choose to rent a cabin, contact the YMCA as soon as possible. CCWC will cover $100 a night of the cost of a cabin. Meals are NOT included with cabin rental and are at your own expense. 2020 prices: Breakfast $10.50, Lunch $13, Dinner $15.50) When reserving a cabin, please let the Y know that you are with the writers’ conference. Info on cabin rentals is on the YMCA website –http://ymcarockies.org. 

Extended Stay
You’re welcome to arrive before Wednesday and stay beyond the 10:00 am Saturday or Sunday check-out at your own expense. If CCWC is covering the cost of your lodging, we do not cover Saturday night unless you have a very long drive or you are flying. You are welcome to stay Saturday night at your expense.

Meals 
The Aspen Dining Hall is below the Ruesch Auditorium. The meal ticket you’ll receive from the YMCA (if you’re staying in a lodge) begins with dinner the day of your arrival and goes through noon the day of your departure. If you arrive in time for lunch, please give your name and the conference name to the person at the register in the dining hall. Depending who is on duty, that may get you in.  If not, you’ll need to pay for your meal, but put the cost on your expense form and I’ll reimburse you. Lunch is served from 11:30 to 1:30 pm; dinner from 5:00 to 7:30 pm; and breakfast from 7:00 to 9:00 am. Because other groups are using the Y, we are unable to reserve tables. The Aspen Dining Hall has been enlarged and renovated. The Y has also added more serving lines. They really do an incredible job handling a huge number of people. Gluten free items are labeled. If you have other dietary needs, please note it on your contract.
 

Swimming Pool – The Y has a great pool. I hope to again make time to use it this year although that probably won’t happen until after the conference! 

Hayride and Chuck Wagon Dinner on Saturday evening - I guarantee you’ve never had a better hot dog and baked beans anywhere! (Okay, I know not everyone gets excited about hot dogs and baked beans, but these really are great.) We’ve reserved a wagon (drawn by magnificent horses) with real hay. (I know “real hay” isn’t a plus for some of you, so you can follow in a car if you are allergic to hay.) Cost was $29 in 2020. I don’t yet have the price for 2022. Please sign up and pay at the conference. (I’d love to be able to cover the cost for all the faculty and staff, but it’s just not in the budget!) 
 

Audio-visual Needs
PowerPoint is available in the auditorium for keynotes but is no longer provided free of charge in any of the classrooms. The YMCA rental fee for PowerPoint Projectors is $160 a day! Therefore, please do not request a projector unless it is essential. If you are only using two or three slides, let’s make them available as digital handouts.

Please let me know if you are able to bring your own projector and if you are willing to share it when you are not using it. Note this on your contract.

Classrooms in the Ruesch have whiteboards. Classrooms in Long’s Peak do not, but I can pay a daily rental fee if flip charts are needed. But I MUST know what you need. We are not able to provide laptop computers.

Dietary Needs
The Y serves a wide variety of food cafeteria style and labels gluten free choices that are available at every meal. If you have special dietary needs, please let me know on your contract. The Y is very accommodating.

Steps
If steps will be a challenge in the 8,010 feet altitude, please let me know. There is an elevator in Long’s Peak (Central Lodge), and I reserve the ground floor in Alpen for faculty and staff. There is an elevator between the Ruesch Auditorium and classrooms and the dining hall.

Other Needs
If you need a ride or anything else, just ask. 
 

Permission to Record 
Keynotes & panels will be livestreamed & video recorded, workshops & continuing sessions audio recorded. CCWC & recording company reserve the right to make & sell CDs, MP3s & videos after CCWC. You will receive a copy of your session(s) and own the rights. Clinics will not be recorded.

Your Conference Role(s)
I hope to have all the workshops nailed down by mid-January. For now your contract may just note the number of workshops I plan to schedule you to teach. I’ll let you know when the workshops have been added to the conference website. More info about the continuing sessions, workshops, panels, paid critiques, and one-on-ones is below. Please keep reading!

Handouts – We’ve gone GREEN! Conferees really appreciate handouts. Email your handouts to Chris Richards at passingthequill@gmail.com by April 1. She will post them to http://colorado.writehisanswer.com/handouts2022. Only conferees, faculty, and people purchasing CDs or MP3s post conference will be given the URL.

Please view as a PRIORITY! Come ready to focus on the Lord and hear from Him through our keynote speakers. I know you’ll be blessed. You may slip out of the evening sessions if you get too tired, but please come for at least the first 15-20 minutes. It’s the only time I can make needed appointments although I will also send emails with any need to know info.

 

You are here not just to give but also to receive. Father, please see to it that every faculty member is blessed spiritually and professionally. If you have appointment times that are not filled, you do not need to sit in the auditorium in case someone comes. Instead, please feel free to slip into a workshop or continuing session. Let the Appointment Desk in the East Lobby of the Ruesch know where you will be. The same as the conferees, you can slip in and out of sessions.

Wednesday Early Birds
Feel free to attend at no charge.

Workshops: Thursday - Saturday
These last 60 minutes. Please repeat any questions for listeners in CD/MP3 land.

Please be considerate. End on time and clear the classroom for the next instructor.

Continuing Sessions 
These meet five times throughout the conference (total 5.5 hours).

TH: 10:15-11:30 and 4:45-5:45
FR: 10:45-11:45 and 4:45-5:45
SA: 1:00 – 2:15

 

 

TH 1:15 – 2:00            Book Editors/Agents Panel
                                    Going Indie Panel – plan to be part of this panel if you indie published or provide services to indie authors.

FR 9:45 – 10:30          Book Editors / Agents Panel
                                    Magazine Editors Panel

FR 1:15-2:00               Writers’ Helps 
                                     If you have a resource or offer a service for writers, please note on your contract and plan to join this panel.

SA 9:45 – 10:30          Will They Read On? – Book Editors / Magazine Editors Panel (two separate panels) 

No payment for serving on a panel.                              
 

One-on-Ones
For more information about how our appointment system works, click on Appointments. Many conferees consider this the most important part of the conference. They leave a workshop or continuing session to meet with you. Please do not disappoint them by being late for their appointments. And please sandwich constructive criticism between positive encouragement, but be careful not to give false encouragement.

• Thank you for completing the Appointment Availability form you will receive from Barb Haley, our Appointments Coordinator. 
   
• You will receive a schedule of your appointments when you arrive.
   
• Plan on spending 10 minutes for each appointment to give yourself 5 minutes between appointments..
   
• Appointments change throughout the conference, so please periodically check in with the Appointment Desk in the east foyer of the Ruesch for updates to your schedule. If you need to make a change, let the Appointment Desk know ahead of time so the conferee can be notified.
   
• If you are not scheduled to meet with someone during a time you said you would be available, please let the Appointment Desk know where you will be and when you plan to return if you want to leave the auditorium. They will call you if they schedule someone.
   
• You are welcome to attend workshops or continuing sessions when you are not scheduled for appointments without charge or preregistration. Please sit in the back to lessen the distraction should we need to come and get you.

An important note to editors and agents
We are all pressed for time, but if you take a manuscript with you or request that it be sent to you, please try your best to get a response to the conferee in at least three months. If your policy is that no answer within three months means you’re not interested, please make that clear to the conferee at the conference.

Father, please give us all much wisdom to know how You would have us respond to the conferees we meet with.
And please help them to hear what we’re saying; not what they want to hear. Give them teachable spirits and give us sensitive hearts.
 

A written critique is not expected, but conferees appreciate notes jotted directly on the manuscript. 

• You will receive manuscript(s) via email. I suggest using Track Changes and printing a copy for the conferee.
• Please spend at least 30 min PRE-conference in preparation.
• Appointment with conferee at the conference is 20 minutes.
• Because we have a large list of faculty available to do paid critiques, you may not be called on for this service. The conferees choose, based on who they feel can help them the most.
• Payment is $35.
   

You are welcome to consign books, CDs, and other special products for sale at our book table. When you arrive, please bring them to the book table register along with the completed consignment form. We charge a 20% consignment fee on items sold. 

If you are shipping, click here for a consignment form. Use this form to let me know by April 1 if you are shipping or bringing your product.

Ship product to arrive by May 6 to: 
YMCA Estes Park Center
Conference Center Office
ATTN: Writers Conference Books
2515 Tunnel Road
Estes Park, CO 80511-2550

All items need to be priced—individually. You may list your titles, quantity, and price on this form or include your own form in the box. If you are bringing your product with you, it will save time at check-in if you have the consignment form completed. Please do not offer buy 1 get 1 free or half price. That makes it difficult to track what we owe you.

How many books should you bring or ship? While we sell a huge number of books, there is no way of knowing how many copies of specific titles will sell. Typically the biggest sellers are writing how-to books and books by our keynoters and continuing session teachers.

Give-aways – We're delighted to have books you've authored or your house has published as give-aways. If shipping (to the above address), please clearly note titles that are for give-away.

We are glad to obtain your books directly from your publisher and apply the sales profit to conference expenses if you prefer. (Thank you!) Please include titles and publishers on the Book Consignment/Order/Donation form. 

Please help us make this year’s book table the best yet by including a list of titles you will recommend to your class. Book sales not only help us meet our budget, they provide continued learning after the conference.

Show & Tell - Please visit our tables and pick up several books for “show-and-tell” to recommend to your class. I guarantee you’ll find some new-to-you titles that I hope you’ll be tempted to purchase. Everything is discounted!

Free Lit - Our conferees appreciate free copies of your magazine or book catalog as well as your guidelines for writers and list of upcoming themes, if any. We are unable to make copies. If you have flyers for resources for writers or info about a ministry you are a part of that you'd like to add to the free lit table, we'd be glad to have it too.

Author’s Night and book signing Friday evening - If you were with us last year for Eric Sprinkle and Dick Bruso’s emcee of our author’s night, you know it was a fabulous evening that we are, of course, going to repeat. You are welcome to participate, but please limit your response to their question to your latest release to give time for our conferees. The goal of the evening is to give glory to God and encourage those sitting in the audience who wonder if they will ever be published. And again, no long line this year. Dick and Eric will call authors up in groups.
 

Expense Form
This form will be in the packet you’ll receive when you arrive. Please fill it out completely rather than depend on me to remember what you’ve taught or need reimbursed. And please include your address. If you earn more than $600 (either at CCWC or combined with GPCWC if you’re also teaching there), you must include your Social Security number. I probably won’t begin writing checks for a week or two after I get home on May 18. If you need your check expedited, please note this on your form. 

Evaluation Form 
Please take a few minutes to complete this or email your comments to me after you get home. But don’t wait until the conference is a distant memory! Your feedback is needed and appreciated.

Unconsigning Books
Pick up your consignment form from the Book Table. Collect your unsold books. Enter pertinent information on consignment form. Sign it and return it to the Book Table. If needed, we will ship your books home and deduct the cost from your payment.

CD(s) of Your Workshop, Continuing Session, or Keynote
I’m not certain if Steve will be duplicating at the conference. If he is, please pick up your free CD(s) before you leave.
 

Marlene   484-991-8581 (home)
267-436-2503  (cell) 
If you need to leave a message, it’s best to do that on my cell.
Our home phone is incredibly undependable with voice mail.
I given in to the pressure and am now texting.
mbagnull@aol.com

Registrar / Appointment Coordinator
Barb Haley – haleybarb@yahoo.com

Bookstore 
Chris & Roy Richards 
passingthequill@gmail.com

Appointment Desk Captain
Ava Pennington – ava@avawrites.com

On Campus Transportation
Eric Sprinkle  719-322-6992

Conference Office, East Lobby Ruesch Auditorium
(beginning Monday around 4:00 pm)
970-586-3341 x 1164