Blog
This Train is About to Leave the Station!
The In-Person Realm Makers Conference and Expo has a way of racing toward us all faster than we could ever imagine. With our big annual event taking place in June this year, some of us are feeling the crunch even more to “get into conference gear” even though summer is barely getting off the ground.
In order to help you build your own checklists, here are a few–OK a LOT–of tips to help you enjoy your conference experience, whether you’re a first-timer or a seasoned veteran.
Before You Leave Home
Things you want to pack:
📁 Networking materials such as business cards for handing to people when you have a great conversation and want to follow up. If you have social a media presence, your business card is an easy way to guide someone to connect with you there.
📚 Pitch materials (if you’re planning to pitch your book to an editor or agent) which might include a one sheet, that business card again, a rehearsed verbal pitch that’s concise, but not necessarily memorized.
The one sheet is more of a visual aid as you talk about your book to the editor or agent. It’s an attractive way to have notes and something for the publishing professional to peruse at a glance. You don’t want to just hand that editor or agent something to read while you sit there watching them do so,
- You probably won’t need your writing on paper--agents and editors don’t want to lug home a stack of samples. Just have easy access to your first three chapters and your full manuscript on a laptop or in the cloud someplace. For artists, an online portfolio pulled up on your laptop would be a great option.
- If you REALLY feel a concern about preparedness on the spot, printing a copy or two of your first three chapters won’t make you look like a noob (says the writer who took two FULL manuscripts printed out to her first writers conference.)
- Worst case scenario is you do some last-minute printing at the hotel for someone who asks for a paper copy of your book’s opening to look over later.
👗 👔 Outfits that you’re comfortable in but also fit your personality. The conference day is pretty casual, but dress more professionally if you’re pitching that day. Business casual is fine for pitching.
An extra layer, such as a hoodie or sweater. You never know if the conference center will be warm or freezing. And when you’re sitting all day in air conditioning, the cold can settle in.
✍️ A way to take notes, whether that’s digitally or with paper and pen/pencil. You will probably take a LOT.
🎲 GAMES! (PG rated or cleaner, please) If you can fit a card game or the like in your bag (or board games in your car if you’re driving), bring it! Many folks do late night games around the hotel, and Friday/Saturday nights will be great times to engage in some gameplay.
A note on shoes–when you’re not sitting in class, you will be doing a fair bit of walking. The classes and expo events take place in a space accessible from the hotel lobby, but you will be logging some steps nonetheless. Make sure the shoes you bring are broken in. If they aren’t, bring bandaids.
🥤 A water bottle. Classrooms will have water stations set up inside, but in the event you don’t have a moment to grab a cup of water in one of the rooms, having hydration with you is never a bad idea.
Costumes--what's the expectation?
The short answer: costumes encouraged but not required.
About 50% of attendees at the Realm Awards dinner on Thursday night participate in cosplay. Expect to see some fabulous fandom on display.
But if you don’t want to wear a costume, you won’t be the only person who shows up dressed in regular clothes. Smart casual or dressier is the recommended dress code in that case.
A small handful of folks go all out and have a costume (or multiple) they wear throughout the weekend. You do you.
Surprises happen when you’re cosplaying: If you’re wearing a costume during any part of the conference and expo, consider bringing a small emergency repair kit.
When You Arrive in St. Louis
Hotel Check In is 4:00 pm.
HOTEL GUESTS:
The Union Station hotel doesn’t have an airport shuttle, so plan to grab and Uber/taxi, or make arrangements with a friend for a pickup. The Carpool/Roommate Matchup group in the RealmSphere is a great place to coordinate with folks to rideshare and save some money.
🚂 We are going to be at Union Station, after all…
The most economical way to get from the airport is to use the St.. Louis Metrolink. The train goes straight from stops at airport terminals 1 and 2 to Union Station, just outside the hotel and entertainment complex property.
🚗 Driving? As a hotel guest, you will receive a discount on parking that ends up making it around $30 a day–IF YOU BOOKED YOUR ROOM IN OUR ROOM BLOCK ONLY. If you booked without using our dedicated room block, you will see the full-price rate added to your room charges.
If savings on parking is more important for you than easy access to your car, online searches with sites like SpotHero can help you find alternatives to the hotel’s lot.
If you’re not staying at the hotel at all, you will probably find Ubering from wherever you are staying to be the most economical and convenient option.
CONFERENCE CHECK IN
CHECK IN BEGINS at 10 am Wednesday
- Preconference Workshop Attendee Check In Begins: 10 am Wednesday
- All writers conference attendees: After 2 pm Wednesday.
- Awards Banquet Only ticket holders can check in anytime on Thursday.
Come to the registration window at the ballroom end of Midway West for Wednesday and Thursday check in.
Please note the registration desk will close for dinner and in the evening. If you arrive late Wednesday or on Thursday morning, the desk will open at 8 am Thursday for you to pick up your badge and materials.
If you are staying at the hotel and arriving early Wednesday for the precon, there will be some time where you’re on site but can’t yet get into your room. We recommend leaving your luggage at the bell station during this time. Dragging suitcases around isn’t ideal, and leaving them around the conference space unattended is not permissible.
What Else is Going On Wednesday?
If the thought of drifting around an unfamiliar place where you might not yet know anyone is making your chest tight, not to worry! We’re here to offer some options.
Mixer, anyone?
Plans are still coming together, but we’re going to offer an informal mixer on Wednesday night in the Grand Hall. We’ll have a few hosts helping you seek out new friends by genre, geography, fandoms, and more. So plan to come to the Grand Hall at 8 pm to kick Realm Makers off with some casual fun. Who knows–maybe some of those folks who packed their board and card games will break those out afterward.
Volunteering?
Realm Makers only happens because of the selfless contributions of event volunteers. If you’re registered, it’s likely you’ve already started the process of choosing ways to help out.
At the Conference…
- Check in for your position at least five minutes early.
- Let Hope know if something happens and it’s making you run late.
- You’ll be reminded of how to perform your job when you get there, but please also watch your email for the volunteer handbook. It usually goes out to our volunteers about a week ahead of the conference.
Meal Options: From Grab and Go to Relax and Dine
Breakfast:
If you want to start your day with a full breakfast, The Station Grille is the sit-down option in the hotel itself, close to the hotel front desk. It’s quite lovely, and you’ll want to give yourself ample time to enjoy the meal there if you opt for a table service start to your day. (This restaurant is also open for lunch.)
On the opposite end of the Grand Hall, you will find a grab-and-go shop, The Grand Hall Market, where you can get lighter bites or that essential coffee/tea that will charge your morning. They serve Starbucks coffees.
Many rooms in the hotel also have mini refrigerators, so you can also stash some of your perishable staples in your room.
Lunch and Dinner:
We will offer breaks for meals during the writer’s conference schedule, and the options right at the hotel and adjacent property are numerous. (We won’t judge you if you go to the cupcake counter by the aquarium for lunch. ) But if you want something that won’t leave you in a sugar crash for the afternoon, consider The Train Shed , Landry’s or The Pitch for sit down meals, or the Soda Fountain for counter service grill items like burgers, hot dogs, chicken, or grilled cheese–plus all the tempting treats you’d expect at a candy and ice cream shop.
There’s also an outdoor, quick service taco place on site, right near the ferris wheel and koi pond.
SATURDAY: We have reserved a food truck that will sell burgers, chicken, cheesesteaks, fries, and more! Please support this local, independent businessperson for a quick, economical lunch between 11 and 2.
If you’d rather grab a light bite and socialize while waiting for the fabulous light show in the Grand Hall, you can grab small plates and beverages in that fabulous space anytime after 4 pm.
The Realm Awards Banquet: What's on the Menu?
Whether you’re just curious or if you’re doing your best to make sure you are managing food allergies, we know people want to know what’s for dinner. The menu we are offering is gluten free by design.
There will be a vegan option offered at the banquet also, but the content of this meal will be “chef’s choice,” meaning the catering company will choose what to serve based on seasonal availability and what is able to be offered in tandem with the other menu items they are creating.
If you are in doubt about whether you will be able to safely eat something presented at the awards dinner, you should absolutely speak with your server to navigate those issues. We don’t want anyone to be sick or hungry when the meal is over.
Banquet attendees who do not elect to have a vegan meal will be served:
- Salad- Baby Greens, Strawberries, Blueberries, Caramelized Walnuts, Brie Cheese, Citrus Vinaigrette
- Entree – Grilled French Cut Chicken Breast with Roasted Chicken Jus
- Starch – Ancient Grains Risotto
- Vegetables: Asparagus and baby carrots
- Dessert: Trio Chocolate Mousse with Fresh Berries
Appointment Basics
If you’re meeting with an agent, editor, or mentor, here are a few tips:
Make sure you have the time for your appointment in the right time zone–appointment times are all CENTRAL Daylight Time. Double check that your personal calendar didn’t switch it on you. When in doubt, check with the appointments desk.
Keep it in perspective–I know, easier said than done. But trust God’s timing on these meetings, and if you get a “no thank you” on the spot, spend the last few minutes asking for advice how to make your book or pitch more appealing.
Adding appointments:
The appointments desk staff will be able to assist you in selecting additional appointments if you want them. When you check in, there will be a limited number of slots remaining with editors and mentors.
If your “dream professional” has a full calendar, ask to be put on the wait list. People cancel even the most hotly sought-after appointments all the time.
Remember this simple pitch formula:
Main character–the problem they face–the stakes if they fail at solving the problem. If you build a succinct pitch around that, it’s a great foundation for a good conversation. Be brief and let your professional ask clarifying questions.
Cancel if you decide you don’t want an appointment you booked. Somebody else might be waiting for that slot. Plus, nobody likes to be stood up when they think an attendee is coming to talk to them.
A Few "Don'ts"
Stress about the conference
Again, easier said than done. But remember, we’re all friends here, and Realm Makers is the friendliest, most supportive group of writers you’ll find.
Worry about changing sessions if one you signed up for isn’t working for you. No apologies needed.
Stop agents or editors in the halls between classes
These folks are always on their way somewhere: to teach, to appointments, to the bathroom…they need to get where they’re going, so between classes isn’t the time to lob a pitch at them.
Go-go-go until you collapse
It’s tempting to drink from the firehose of learning, friend-making, and networking opportunities non-stop, but pace yourself. Your brain will be mush by the end of Sunday, but that will happen sooner if you don’t take self-care breaks.
Feel weird if you need grounding tools to manage the high stimulation environment at the convention center. We get it–a lot of us know exactly why you’re carrying a fidget or a “little ouchie” or a squishy stress chibi. Better to have your tools with you than have a meltdown, right?
Now for the "Dos"
The Online Conference Group is for In-Person Attendees TOO!
Join the RealmSphere 2026 Conference Group
This is where MANY announcements will get posted during the course of the conference AND where you’ll access recorded sessions and replays. You need to set up your account there if you haven’t yet. (Having trouble? Email membership@realmmakers.com)
AND DON’T FORGET: We have an entire online experience planned that goes WAY beyond just checking out replays this summer. We’re gamifying online engagement so you can get to know your fellow Realmies and make the most of our hidden gem, the online conference group.
Come to Realm Makers in June–hang out in the RealmSphere for a whole summer of creative encouragement.
Check out the Expo
All writers conference attendees have access to the Expo and all it has to offer. Shop the exhibitors–there are SO many great books, games, and services to consider. Attend panel discussions and other special events where you can dive deep into topics that loom large in the hearts and minds of creators and fans alike. And don’t forget about the slate of screenings of documentaries, as well as up-and-coming content.
Start your planning by checking out the expo schedule here.
Feel free to get up for your appointments in the middle of classes or return to a class after an appointment. Your teachers and classmates know the drill. Again, no apologies or announcements needed. Just slip out or back in as quietly as you can.
Sticker your badge
We will have all kinds of stickers to identify what you write, whether you’re a newbie or a vet, or if you’re helping out. Stickers and badge ribbons are great conversation starters.
Adopt an Opposite
Are you an extrovert? Keep an eye out for the terrified introverts hanging near the door or edge of the room. Consider kindly inviting them to hang with you. Introduce them to others.
Introverted? Adopt an extrovert! By hanging with an extroverted friend at the conference, you’ll meet people you might not otherwise have had the guts to approach.
When in doubt, ask
Our planning committee is always happy to help, so don’t wonder or worry, ask! Many of our seasoned attendees will also be wearing Ask Me ribbons on their badges. If they don’t know the answer to your question, they’ll help you find the person who does.
