You will be able to choose a colored lanyard for your badge, to indicate your comfort level with others approaching you.

GREEN = handshakes/fist bumps welcome
YELLOW = elbow bumps and a little space appreciated
RED = no handshakes and lots of space please

If you’re not feeling well at any point during your stay, or if you are experiencing any signs or symptoms of COVID-19, we ask that you test, regardless of vaccination status or prior infection. For convenience and to prevent possible exposure to others, we recommend you bring your own COVID tests to the event.

If an attendee tests positive during the event, they must refrain from attending the remainder of the event or any remaining days.

If an attendee is notified during the event that a close contact has tested positive, they are encouraged to test and engage in CDC-recommended protocols.

ABA worked extensively to keep costs as low as possible for Ci2025 attendees. The prices reflect the rising cost of food in general and the high cost of hosting events in Portland. We have made several changes to this Institute in order to help manage the registration cost for booksellers. For example:

• Breakfast options have been simplified.
• We’ve reduced the number of free drink tickets for each attendee. 

While the registration fee is higher than previous Institutes, ABA continues to subsidize the cost for each attendee.

For stores within 75 miles of Portland, Day Passes are offered for each of the three individual event days. Each attendee is limited to one day pass. 

We ask attendees to provide their pronouns during registration if they would like them to appear on their badge. Providing your pronouns is optional. If you prefer not to address or include your pronouns, you may select “prefer not to answer” for this question. 

You can review the details of the confirmation email you received, or log back in to Swoogo to review/manage your registration.

Authors, please check with your publisher.

You may cancel your registration by April 10, 2025 for a full refund, minus a $75 cancellation fee. Unfortunately, registrations canceled after April 10, 2025, are non-refundable regardless of circumstances. 

You can also transfer your registration to another individual from your store on or before May 29, 2025.

Please send all requests for transfers and cancellations to childrensinstitute@bookweb.org. 

As part of ABA’s commitment to reducing our carbon footprint, all of our meals will be vegetarian (might include eggs, honey, and dairy). If needed, you can request other options on the registration form.

You will be asked about dietary requirements when you register. Though the default is vegetarian meals, you can select vegan or meat options while registration is still open. 

Due to limited capacity, family members are not able to register for this event. While they are welcome to travel with you, they will not be able to attend Institute events. 

Before attending any sessions, please check in at the Welcome Desk to collect your badge and welcome bag! The Welcome Desk and Ask Advocacy is located on Level 1 in the Oregon Ballroom Lobby from 2:00 PM to 5:30 PM. Additionally, on Wednesday, June 11, a satellite Welcome Desk will be available at the Hyatt in Columbia 1, on Floor 3, from 4:30 PM to 6:00 PM.

The event schedule is available online and will be available on the event app (coming soon). You will also receive a physical schedule in your welcome bag at check-in.

Your badge is required for entry into event spaces, so please wear it at all times. If something happens to your badge, visit the Welcome Desk or contact an ABA team member for help.

Wifi access will be available for event attendees. Details will be available closer to the event.

There is no dress code at Institutes! Overall, this is a casual event, though you may choose to dress up for receptions. We do suggest comfortable walking shoes, as well as layers, as hotels and meeting spaces are often cold. If you plan on going to a publisher dinner, please check with the restaurant to see if they have any specific dress requirements.

Items lost at the Hyatt will be returned to the hotel’s front desk. 

Items lost at the OCC will be turned into the OCC’s security department. All lost and found articles are cataloged and stored for thirty (30) days. After that time, items are donated or disposed of at the sole discretion of the OCC. Any inquiries regarding lost and found items should be directed to 503-731-7882 or email a detailed description to GuestExperience@oregoncc.org.

Travel Portland details free (or nearly free) things to do on its website. 

Keep an eye on upcoming Ci2025 emails and the Children’s Institute website to see the authors, speakers, publishers, and vendors that will be at the event. You can also use the event app to view other attendees when it’s available.

We want as many booksellers as possible to enjoy the Galley Room, so we ask that you take no more than 1 of each title. If you have multiple attendees from your store, when quantities are limited please take 1 per store and share. Some titles will have a QR code which you can scan to request a galley be sent directly to you if that title is out of stock or you’re unable to ship it home.

There will be a FedEx Shipping Desk in the Galley Room for shipping your galleys home, or to your bookstore. Bring pre-printed FedEx labels to speed the process. 

If you have an existing account, be sure to check that the account information is correct and the credit card on file is valid.

Don’t miss out on this member benefit and sign up with PartnerShip to save on shipping before you arrive in Portland! Questions can be directed to PartnerShip’s Erika Kempf at 800-599-2902 ext. 2890 or ekempf@PartnerShip.com.

Check out the program ahead of time on the website or the event app to plan your days. Pick the sessions that appeal most to you and pace yourself! Many sessions are recorded and made available virtually after the conference, so be sure to keep an eye on Bookselling This Week if you miss a session you were excited about. And don’t forget to attend Rep Picks events to meet publisher reps and peek at their favorite upcoming titles.

There is no sure way to obtain an invite to publisher dinners, but building a relationship with a rep, if you have one, is a good first step. Another way is to increase your industry profile. That means submitting titles for the Indie Next List or Kids’ Indie Next List, promoting their books and authors on Staff Picks, appearing on panels, blogging or posting on social media, and getting to know other booksellers. As publishers see you supporting and promoting their books and authors, they’ll want you at their table!

If you are invited to special events outside of the conference and need to decline the invitation, email your host as soon as you can (before the day of the dinner!) to allow another bookseller a seat. If you are invited to a dinner and are unable to attend or wish to attend a dinner and have not yet procured an invitation, there will be a board near the Welcome Desk for sign ups and cancellations. Please look out for the board or ask when you pick up your badge.

There are plenty of opportunities to meet people at Institutes! When you register, sign up for our Buddy Program. This networking program matches new and new-ish Institute attendees (Buddies) with Institute veterans (Buddy Leaders), creating a space to network and seek guidance. The Buddy Meet and Greet will take place on Wednesday, June 11, at 4:00 pm.

ABA will host a virtual Institute Orientation, giving attendees a chance to learn tips and tricks, meet other attendees, and ask questions before the event. The first orientation will be held on Friday, May 9, from 3:00 pm to 4:30 pm ET, and a second orientation will be on Monday, June 2, from 12:00 pm to 1:30 pm ET. Watch your email for registration information.

Receptions are also an excellent chance to mingle. And, feel free to walk up to someone you don’t know and ask them what store they’re from! Check out our First-Timer’s Checklist for more tips to prepare.

While we are not offering a virtual Institute, many of our sessions will be recorded and available on BookWeb after the event.

ABA is committed to antiracism, equity, access, and representation. We are also committed to being more inclusive, and we value the dignity and diversity of everyone in our community.

All ABA event attendees and organizers are expected to comply with ABA’s Code of Conduct, refraining from all forms of harassment, and showing respect and courtesy to everyone involved in ABA events. 

Please see ABA’s full Code of Conduct on BookWeb.

The booksellers in the room are, by definition, competitors. This means that under the law, they are prohibited from discussing certain things.

Specifically:

• There can be no discussions of price or pricing policies. Competitors are never allowed to agree on the price at which merchandise is sold, or discounts at which merchandise is offered. All discussions of price and pricing policies are strictly off-limits.
• There can be no discussion of boycotts. Competitors cannot agree to cease doing business with any supplier for any reason. Nor can competitors agree to urge consumers to boycott a third competitor. It’s collusion, and is strictly prohibited.
• There can be no discussion of dividing up a market. For example, if there are two booksellers in New York City, they cannot agree that one will market only to consumers north of 57th Street while the other markets only to customers south of 57th Street. This is also collusion and is prohibited.

All three of these prohibitions come to us via the Sherman Antitrust Act, which carries treble damages and jail time. All three are per se violations, which means it only has to be proved that you engaged in the activity — whether or not there was intent to harm, or actual harm caused — for you to be guilty of violating the law.

The Oregon Convention Center and the Hyatt Regency Portland are both cashless. 

The OCC has Reverse ATMs (Cash-to-Card Machines) so that guests may anonymously exchange their cash for a Visa card to use at the restaurant/cafe outlets, parking garage or anywhere Visa is accepted. They are located in the Pre-Function B Lobby, and South Ginkoberry Concourse.

For the Hyatt, you may pay with a debit or credit card; however, they currently do not accept contactless payment methods.

We take photos at all of our events. By attending, you agree that your photograph or image may be taken and used in connection with Children's Institute. However, we strive to be courteous when taking photos. If you are asked to pose for a photo, you may decline and step out of the frame. See our photo waiver on BookWeb.org.

To request that no photos of you be used, you can contact childrensinstitute@bookweb.org.

We continue to experiment ways to improve on our meal offerings to meet your needs while decreasing our climate impact and managing costs. In order to simplify your dining experience, we’ve moved away from dietary cards and are offering buffets that feature plant-based and animal protein options. 

All meals will offer a buffet with a variety of vegetarian, vegan, and gluten-free options. Dishes will be labeled; if you have questions please speak with the wait staff. (Fast passes are available for attendees who require accessibility support for the buffet lines.) 

Breakfast is light. 

Please note there is no Book Swap dinner at this Institute. If you are looking for dinner plans, please check the Publisher Dinner Board at registration. 

Breakfast keynotes and lunch sessions offer their respective meals, while evening receptions typically offer light hors d'oeuvres and drinks. We suggest that attendees bring their own snacks, as they will not be provided.

Definitely! To make sure you’ll have the latest information throughout the event, watch upcoming Ci2025 emails for details on downloading the app.

ABA is a non-profit trade association. In a trade association, members can support, and participate in, the organization by serving on task forces, councils, committees, and the board of directors. These are all unpaid, volunteer positions that offer the association insight and support, ensure that diverse voices help inform the organization’s work, and engage members in opportunities for professional growth, visibility in the industry, and mutual aid.

ABA comps booksellers and bookstore owners who serve on the Bookseller Advisory Council, the Children’s Group Council, the Diversity, Equity, and Inclusion Council, and the Board of Directors for at least one Institute a year, covering registration fees, hotel accommodation, and transportation. 

Member bookstore owners and booksellers who work in member stores may also participate in Institute education as panelists or speakers. ABA solicits bookseller and bookstore owner panelist suggestions from the membership via Bookselling This Week, various ABA councils, and the Education Task Force. ABA staff also spends time visiting stores, talking to booksellers and bookstore owners at regional shows and Institutes, and observing store social media to find panelists and speakers. All bookseller and bookstore owner education panelists and moderators are paid a $100 honorarium. This rate is comparable to (or more than) market rate in the book industry and among trade associations. In addition, bookseller and bookstore owners who introduce keynote speakers are given a $25 honorarium and those who present solo or on a keynote panel are given an $150 honorarium. 

ABA does sometimes make exceptions to these policies based on the association’s needs, including reserving a few scholarships for booksellers who weren't planning on attending an Institute or couldn't afford to attend, but whose experience ABA needs for a panel. ABA also may make exceptions based on accessibility needs, business needs, or for in-kind donations. All exceptions are reviewed by multiple ABA staff to ensure equity. 

Scholarship recipients are comped for Institute registration, travel, and hotel accommodations as well. All bookstore owners and booksellers who work in a member store are eligible to apply for Institute scholarships (except for those who have already recently received ABA scholarships.) 

Booksellers and bookstore owners can self-nominate, or nominate others, to serve on ABA councils, serve on the board, and apply for scholarships. Booksellers and bookstore owners can also volunteer to serve in other ways throughout the year. For example, on the Indies Introduce committee or as a Lightning Talk speaker. All opportunities to participate are announced in Bookselling This Week which all booksellers and bookstore owners can sign up for. 

Generally, publishers support authors appearing at Winter Institute and Children's Institute. (Rare exceptions have been made based on ABA’s need to best support members at the time combined with exceptional circumstances. For example, for the IGNITE pilot program at Wi2025 authors/publishers appearing at the reception were given $100 honorariums.) Keynote authors are given a $200 honorarium. Indies Introduce Authors are given a $50 honorarium. Authors that appear as outside experts on education panels or as presenters for education sessions receive a $100 honorarium. 

Training companies that facilitate education are paid by ABA unless they offer their services pro bono in which case they receive a $100 honorarium.

All-gender restrooms will be available at both Ci2025 locations. All-gender restroom signs indicating stalls only or stalls and urinals will be posted on the following converted event space restrooms at the Hyatt: 

• Men's and Women's rooms by Deschutes Ballroom, Level 1 
• Men's and Women's rooms in between Willamette Rooms 8 and 10, Level 2
• Men's and Women's rooms near the Columbia Rooms, Level 3

All-gender restroom signs will be posted on the following converted event space restrooms at the Oregon Convention Center:

• Men's and Women's rooms near Oregon Ballroom 204, Level 2
• Men's and Women's rooms near A101, Level 1 

All-user restrooms (family restrooms) are also located near Oregon Ballroom 204, Level 2, and by the Holladay Suites. 

The Oregon Convention Center offers complimentary wheelchairs and electric convenience vehicles (ECVs). Supplies are limited. We recommend you reserve them ahead of time. 

• Reservations may be made within 30 days of a scheduled event (with an estimated time of arrival) by contacting guestexperience@oregoncc.org or 503-731-7800.
• If attending an event over multiple days, a separate reservation is required for each day. 
• Reservations will be cancelled if not checked out within one (1) hour of scheduled reservation time.
• No time extensions are allowed if it causes an overlap to another reservation.
• Please be prepared to show photo identification when you stop by the welcome desk to check out a wheelchair or electric scooter.
• Wheelchairs and ECVs may be returned at any point during the day to the welcome desk.

If needed, there are several other recommended mobility aid rental services in the area. ABA has a small fund to help attendees with the costs of wheelchairs and scooters on a first come, first served basis. Any attendees who would like to discuss using this fund should contact accessibility@bookweb.org. Requests will be fulfilled on a first come, first served basis.

McCann’s Medical (Tigard)
15340 SW Royalty Pkwy, King City, OR
(503) 639-7378

McCann’s Medical (Gresham)
2600 SE 182nd Ave, Gresham, OR
(503)-492-7777

Hyatt Regency Portland at the Oregon Convention Center (375 NE Holladay St)

Room rate and taxes: 

Rooms will cost $209 per night, plus 16% tax (subject to change). A credit card is required at time of booking to guarantee all reservations. 

Upon check-in, guests will be required to provide an ID and a credit or debit card to cover their stay and incidentals. A $75 charge per night will be placed as a hold on your card for the length of your stay and the actual amount will be charged upon departure.

The rate is good until May 19. Nights may be booked at this rate three days pre- and post-Ci2025 based on hotel availability. If you are unable to book a room, please join the waitlist, and then email hotel@bookweb.org for assistance.

If you are unable to book a room, you will be directed to join the waitlist. ABA will follow up with waitlisted attendees to make sure that as many people as possible get placed prior to the event, including adding nights to existing reservations or other modifications and securing additional lodging. 

Questions about the hotels can be directed to hotel@bookweb.org. Please allow two business days for a response.

The Hyatt offers on-site valet and self-parking.
Valet parking: $45 a day
Self-parking: $35 a day

OCC offers daily parking. See here for details.

The Hyatt Regency is a pet-friendly hotel. A nonrefundable pet deposit of $50 is required for a one-night stay (or $100 for up to six nights is applicable).

Only service animals will be allowed at Ci2025 events and programming. If attendees require service animals, please contact childrensinstitute@bookweb.org.

The Hyatt Regency Portland at the Oregon Convention Center is about 8 miles from Portland International Airport (PDX).

Taxis are readily available at PDX. Rideshare (Uber or Lyft) and taxi pickup can be found inside Level 1 of the Short-Term Parking garage. Follow signage to the Transportation Plaza.

You can also visit the PDX Ground Transportation page to learn more.