Attendees

attendees listening to speaker

If you’re already registered or are planning to register for HippoCamp: A Conference for Creative Nonfiction Writers, here is some information we think you’ll find helpful and useful. Just click on the title and the category’s information will slide out.

In addition to the details here, we’ll periodically send conference updates to registered attendees, especially in the weeks leading up to the conference.

Cancellations, Refunds and Transfers

Cancellation Policy, Refunds & Transfers

We understand that things can happen. If you have registered for HippoCamp and can no longer attend, here are some options:

HippoCamp can transfer your conference registration to another individual with no penalty until August 1. [Workshop and pitch sessions cannot be transferred; registrations cannot be transferred after July 1.]

Please send your refund or transfer request in writing to info@hippocampusmagazine.com. Once confirmed by HippoCamp staff, we will issue your refund, if applicable (based on dates below), through EventBrite (funds will be sent to your card on file).

  • Within five days of original purchase, until April 28 Aug. 8 – full refund
  • Between Jan 2. and April 28 – 75% refund
  • Between April 28 and Aug. 8 – 50% refund
  • After Aug. 8 (including no-shows) – no refund

Please note that should you cancel or transfer your registration, HippoCamp is not responsible for any cancellation fees charged by airlines, hotels or other travel arrangements.

 

Code of Conduct

Code of Conduct

Hippocampus Magazine is excited to welcome writers and creative nonfiction lovers from all over to Lancaster, Pa. for our conference. We’d like to remind our attendees that we expect that conference-goers will respect others, and to formalize that request, HippoCamp has adopted a code of conduct.

HippoCamp asks that all attendees give our speakers the courtesy they deserve. Please silence mobile devices during presentations, and do not disrupt presentations in any other way.

HippoCamp is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age or religion. We do not tolerate harassment of conference participants in any form.

Harassment includes verbal comments that reinforce social structures of domination (related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age or religion), deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of official conference events, inappropriate physical contact, and any unwelcome sexual attention.

Attendees asked to stop any harassing behavior are expected to comply immediately. Conference organizers may take any action they deem appropriate, including issuing a warning to the offender, or expelling him or her without a refund.

If you are being harassed or witness someone else being harassed, please contact a member of the conference staff immediately. Conference organizers also will be happy to help attendees contact convention center security or local law enforcement, provide escorts, or assist those experiencing harassment in any other way.

 

Session Etiquette, Media Guidelines and Dress Code

Session Etiquette

  1. Be mindful of seats reserved for those with accessibility needs.
  2. Please silence phones and other devices.
  3. Please be quiet when entering or exiting a room while a session is in progress; doors can slam.
  4. Please try give the speaker(s) your undivided attention during the presentation– no side conversations, texting, etc.; note that it IS OK to tweet on the conference back channel during a talk.
  5. If you are live-tweeting or sharing material discussed in a presentation, please credit the speaker or source; if information being shared seems sensitive or proprietary, please ask speaker permission before sharing; likewise, speakers, be aware that live-tweeting is the norm so please let audience know if something shouldn’t be shared beyond the room.
  6. If a room is filling up, please do not take up more than one seat or table space with your belongings; place your bags, etc. on the floor beneath your chair.
  7. Please be professional and polite when asking (and answering) questions.
  8. Speakers, please repeat audience questions before you answer so that everyone may hear the question.
  9. Please be considerate of others; if you’ve already had a question answered, but have multiple questions, let others ask theirs first.
  10. Consider taking a highly technical, in-depth or more specific personal question offline so that questions that apply to the most people can be answered during the limited session time; speakers, do not be afraid to say, “Great question; let’s chat after.”
  11. If you stay after to ask/answer a question, please be mindful of the next speaker who will need time to set up; please take questions aside so that the next presenter can access the podium/equipment to get ready.
  12. Be respectful of the speaker’s time when approaching them after a session as he or she may need to use the break-time for a beverage or restroom run before the next session, too.

Media Guidelines [Thank you to Open Source Bridge and DrupalCon Austin 2014, from whom this media policy was derived.]

When you register for HippoCamp, you consent to be photographed by our official conference photographer(s), and to have those photographs published under a Creative Commons license and potentially used in various promotional materials, on the conference website, social media channels, or other online properties controlled by Hippocampus Magazine and Press LLC. We also encourage attendees to take and share their own photographs, as long as these rules are followed:

1. Photography/recording that is legally allowed in public spaces is allowed at the HippoCamp.
2. Photography/recording should be treated like other potentially harassing interpersonal interaction. That is, when one person being photographed says “stop” or “leave me alone” (etc), the taking of photographs must end and no further attempts to photograph that individual should occur.
3. Photography/recording shouldn’t be done in such a way as to hide from the subject that it’s happening.
4. The subject may inspect the photo/recording at any time and, if requested, the photo/footage/etc must be deleted immediately if so requested.
5. Those who are taking photographs and/or recording must also follow our general Code of Conduct.
6. While this won’t likely come into play at the conference venue itself, please be respectful of our Amish neighbors; the Amish do not like their photos taken, so if you peruse Central Market or drive through the rural areas, please do not photograph them. (From a distance, where the subject cannot be identified is an alternative.)

How to opt-out of photography: If you do not wish to be photographed or have your image published, you may opt out by contacting the conference organizers. The committee will make every effort to accommodate your request.

Dress Code

HippoCamp does not have an official dress code. But we provide this information because some conferences do have a dress code. Wear what you feel most comfortable in. If that’s a business suit, wear it. If it’s cozy jeans and your funniest writerly tee, go with that!

We do recommend wearing shoes that won’t hurt your feet after walking a bit, and suggest that you bring a sweater, light jacket or zip-up hoodie along to sessions just in case the AC gives you a chill.

Get Conference Updates & Stay Connected

You can receive updates about HippoCamp through several mediums:

  • Social Media – follow @hippocampusmag on Twitter and use/follow the hashtag #hippocamp17 for quick updates, links to new blog posts and other news.
  • Email – all who signed up for email updates will receive periodic emails about bigger conference developments, any changes or upcoming deadlines. Registered attendees, as noted atop this page, will receive conference updates as well.
  • Blog/website – the conference website will feature various updates as we get closer to the conference. These will include things to do in Lancaster, previews of sessions, Q&A with speakers and more.
  • The HippoCamp Facebook group offers a place for attendees or those interested in attending a change to communicate with one another. In addition to sharing occasional updates there, HippoCamp will post some documents to the HippoCamp Facebook group so that registered attendees or still-on-the-fence attendees can meet and mingle, and possibly arrange carpooling or room-sharing plans. Follow the link above to join the group.

The Backchannel: During the conference, we encourage attendees to tweet along with speakers and sessions.

  • The Twitter backchannel is an important part of any conference. Not only can you share live updates with other attendees and those following along at home, you also are creating a bit of a personal archive of what you’ve learned. So don’t be afraid to tweet some golden nuggets during the conference!
  • Hippocampus is also on Instagram at @hippocampusmag; we’d love to see your photos from the conference! Tag them #hippocamp16.

We’ll compile some a Storify archive after the conference of some of the best tweets and Instagrams! View last year’s recap here.

 

Promote HippoCamp with a Badge for your website

Add some flair to  your website or blog, while showing your support and participation in our annual conference for creative nonfiction writers in PA!

 

Share that you are speaking at HippoCamp 2017 on your blog or website!

OR

Share that you are attending HippoCamp 2017 on your blog or website!

 

 

Sell Your Book, Promote Your Work & Get Involved

Ways to promote your work at HippoCamp:

Attendees have a few opportunities to have their work showcased at the conference:

  • Book Sale – for a small fee, you can place copies of your book(s) for sale at our Book Sale table, which will be staffed daily.
  • Lit Share – we’ll have a table set up for freebie hand-outs for attendees, by attendees. This is an easy, passive way to share.
  • Open mic nights – sign up to be part of our open mic night to share your creative nonfiction with other attendees. Sign-up sheet will be at the lit swap table, and we’ll randomly select readers.
Purchase Book Sale Space:

If you have a book you’d like to sell at HippoCamp, our friendly conference staff members can help. The past two years, the sale was a success, with a few dozen titles collectively selling hundreds of books!

For just $10, we’ll do the work–and your book will be on display at a manned table throughout the duration of the conference. You can sell up to three books; each additional book is $5.  Space is limited to the first 30 authors, and space MUST be purchased before arriving.

Note: We’ll be using our on-site payment system-a bonus, since not everyone always has cash! With that said, on orders using credit or debit card, there will be a small credit card processing fee deducted from your payout.

Next steps: We’ll work out display and order details with you as we get closer to the event. Authors are responsible for getting books on site; the Marriott can accept packages on your behalf, and you may contact Convention Center staff to work out details.

Reserve Your Book Space ($10 for one book, $15  for two):

(We’ll be in touch with everyone who reserves space about a month before the conference with instructions.)

Book Sale Options
Title of Book(s)



In addition to networking and socializing, we hope these options will allow you additional ways to interact and share.

 

Spouse/Guest Meal Plans & Saturday Keynote Ticket

We’re thrilled that some of you are bringing along your partner in crime! While your guest might not be attending the conference, we’d like to offer you the option to invite your spouse or other adult guest to some of the social events and/or meals. Below, you have the option to purchase from a variety of options, such as the opening reception, our headlining keynote, the opening reception, keynote AND all meals, or just meals. We’ll include his or her meal/event tickets in your registration packet.

Please Note: HippoCamp is a professional development conference; Guests must be 18 years of age or older.


Choose Your Meal Ticket Options
Name of Spouse/Guest
Name of Registered Attendee