First-Timers Checklist: Children's Institute 2025

For many first-timers — or even 13th-timers — the annual Children’s Institute can be a maze of education sessions, publisher talks, author signings, and meet and greets to navigate. Here are a few reminders and tips to help you navigate Children’s Institute 2025.

Before you go, know what to expect at Ci2025.

Explore the Ci2025 website and get information on health and safety procedures, accessibility, travel, DEI resources, and an overview of Ci2025. Also, watch out for the Resource Guide that will be added to the website soon, as well as in our printed program, that includes information about Affinity Groups, local businesses, and our Land Acknowledgement.

Note: Bring preferred masks, some situations may require wearing one.

What to Wear

We salute your personal fashion sense and originality as booksellers. So, dress as you like! Many attendees dress as they would at their store. Definitely wear shoes that are already broken in and comfortable to walk in. Don’t forget to pack a Children's book-related costume for the Opening Reception and Costume Party. (Costumes encouraged, but not required!) Some booksellers like to dress up for the Author Reception or if they have a publisher dinner, but overall this is a casual and comfortable event. We advise dressing in layers as conference 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.

Use the Children’s Institute App (coming soon).

Create an account and log in early to get the most out of the app
Stay on top of last-minute schedule changes and allow push notifications to get real-time alerts
Review the event schedule and session descriptions
Create personal agendas
Message fellow attendees
Share contact info
Explore maps of the Oregon Convention Center and event space at the Hyatt (also included in printed Program)
Check out the list of attending authors
Fill out the session evaluations so we can continue to improve our education

Wear your badge at all times during the event.

Your badge is your pass into the event, so please wear it at all times. Listed on the bottom of the badge are your table assignments for the Rep Picks Speed Dating sessions, as well as the Buddy Program and/or Bookstore Tour if you signed up for those.

Take time each night to review your plans for the next day.

If scheduled plans change, inform your party or the ABA team.

If you have pre-registered for a session, made an appointment with a vendor or publisher, have an assignment you volunteered for, or RSVP'd for a publisher dinner and find that you cannot keep that obligation, do your best to let the person who is waiting for you know. If all else fails, flag down an ABA team member or email childrensinstitute@bookweb.org.

Plan to attend the Buddy Meet and Greet on Wednesday, June 11, at 4:00 pm. When you registered you may have signed up to be a buddy or to request a buddy at the conference. This networking program matches new and new-ish Institute attendees (Buddies) with Institute veterans (Buddy Leaders), creating a space to network and seek guidance. Buddies and Buddy Leaders will get to meet each other at this event!

Attend Rep Picks Speed Dating

Meet with publisher representatives to hear about your next favorite read during the Rep Picks Speed Dating. Attending this event helps support our Children’s Institute sponsors who in turn help make Children's Institute more affordable for attendees. ABA appreciates booksellers attending and urges you to remain for the entirety of the presentation.

Craft and Conversation

This low-key networking event, on Thursday, June 12 at 9:00 pm PT, is open to all who want to wind down with some chill vibes and talk shop. Whether you travel with a craft project like knitting, crocheting, or cross stitching, or you want to do a puzzle, make a friendship bracelet, or something else, Craft and Conversation is the place. It takes the pressure off of “being on” and allows us to connect with our peers to share works in progress and talk about what’s on our minds. Puzzles and crafts will be provided or bring your own!

Attend the Community Affinity Groups Evening Reception

Members of the Black, BIPOC, Hispanic, Latina/o/x, Chicana/o/x, AAPI, Indigenous, LGBTQIA2S+, Disability, and/or Neurodiverse bookselling communities are invited to an Affinity Groups reception following the Opening Reception. Take this opportunity to connect with other attendees who share your lived experience.

While allies are greatly appreciated, this reception is only for people who identify as members of these communities. Authors and publishing staff who identify with one or more of these communities are also welcome.

There will also be Individual Affinity Group Meetups on Thursday and Friday. Check the Ci2025 program for more information.

Fill out session evaluations through the Winter Institute app.

Session evaluations are one of the most important tools ABA has to inform future programming decisions. Booksellers are also encouraged to complete the overall Ci2025 evaluation that will be emailed to attendees following the event.

Books in the Galley Room are there for the taking!

The Galley Room is chock-full of exciting forthcoming titles for you to grab. Select titles in the galley room will also have QR codes for attendees to scan to request copies sent directly to you after the event, so you can conserve luggage space and save on shipping costs! Some galleys will be available in smaller quantities than others. Please limit yourself to one copy per store unless the stack is large, in which case one per person is welcome.

Ship your galleys from Ci2025 with FedEx instead of lugging them home! Shipping costs vary based on box weight, size, and destination.

ABA’s PartnerShip benefit can help you save on shipping costs! Not taking advantage of this benefit? Enroll before you go.
If your store is paying to ship your galleys back, bring pre-printed FedEx shipping labels or your store's FedEx account number to ease your way through the FedEx shipping desk.
Questions? Contact PartnerShip’s Erika Kempf, by phone at 800-599-2902 ext. 2890 or email: ekempf@PartnerShip.com.

Once you return home, read the galleys, and fall in love with them — spread the word! Email the publisher, thank them for the galley, and let them know how much you loved the book. Submit an Indie Next List or Kids’ Indie Next List nomination. Watch for when the book comes out and add it to your store's Staff Picks. Share the love on social media.

Make sure to network

Institute bookseller veterans tell us that the opportunity to meet fellow booksellers is one of the most valuable parts of the event. Don’t be shy! Introduce yourself and be ready to exchange contact information. It’s easy to strike up a conversation by asking what store someone is with or where their store is located.

Bring business cards, store bookmarks, and/or one-sheets about your bookstore. Share and swap with everyone you meet. Once you get home, the conference may be a blur; for easy reference and recall later, when you meet someone make a note on their card or bookmark about what was discussed to jog your memory later.

There will also be a Publisher Dinner board near the Welcome Desk of any available spaces to attend intimate author dinner!

Finally: Pace yourself, wear comfortable shoes (that aren’t brand new and are broken in!), drink lots of water (bring a water bottle!), and have fun!

Have questions? Email childrensinstitute@bookweb.org.

First-Timers Checklist

A Checklist for Children's Institute First-Timers