A Checklist for Winter Institute First-Timers

For many first-timers — or even 20th-timers — the annual Winter 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 Winter Institute 2025.

 

Before you go, know what to expect at Wi2025.
Explore our website and get information on health and safety procedures, accessibility, travel, DEI resources, and an overview of Wi2025. Also, watch out for the DEIA Resource Guide that includes information about Affinity Groups, Black History Month, local business and our Land Acknowledgement. If you have any questions, check out our FAQ page.

Note: Bring preferred masks, some areas will require wearing one.

 

What to Wear
We salute your personal fashion sense and originality as booksellers. So, dress as you would at your store! For your well being, we suggest wearing comfortable walking shoes. Please note that some booksellers like to dress up for the author reception, but overall this is a casual event. We advise dressing in layers as hotel meeting rooms 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. 

Bookseller attendees at Children's Institute 2022

Use the Winter 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 a map of the Sheraton Denver Downtown (also included in printed Program)
  • Check out the list of attending authors
  • Fill out those ever-important session evaluations

Prepare for Denver’s High Altitude
Known as the “Mile High City,” Denver is exactly one mile (5,280 feet or 1,609.344 meters) above sea level! For those who do not live at high altitudes, adjusting to elevation can cause altitude sickness. Drinking plenty of water, or drinks with electrolytes, and monitoring alcohol intake can help. Check out these High-Altitude Tips for more information.

 

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.

 

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, or have an assignment 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 winterinstitute@bookweb.org.

 

Plan to attend the Buddy Meet and Greet on Sunday, February 23, from 4:30 pm to 5:00 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 Winter Institute sponsors. ABA appreciates booksellers attending and urges you to remain for the entirety of the presentation. Rep Picks Speed Dating will be held 11:00 am – 12:00 pm and 4:00 – 5:00 pm on Monday, February 24, and Tuesday, February 25.

Opening Reception and Costume Party at Children's Institute 2023

Come to the Opening Reception!
Celebrate the opening of Winter Institute 2025 on Sunday, February 23, from 5:30 pm to 7:00 pm, in the company of your colleagues from around the country. We will be celebrating the 20th Anniversary of Winter Institute and ABA’s 125th Anniversary!

Attend the Affinity Groups Evening Reception 
Members of the Black, BIPOC, LGBTQIA2S+, Neurodiverse, and Disability bookselling communities are invited to an Affinity Groups Evening Reception, following the Opening Reception, from 8:00 pm to 8:30 pm, Sunday night. Take this opportunity to connect with other attendees who share your lived experience as a bookseller who is Black, Indigenous, or a Person of Color, an LGBTQIA2S+ bookseller, a neurodivergent or disabled bookseller, or any combination thereof. 

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. Refreshments will be served.

There will also be Individual Affinity Group Meetups Sunday, February 23 through Wednesday, February 26, as well as Pop-Up Meeting Rooms for Affinity Groups and Black & BIPOC Booksellers.

 

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 Wi2025 evaluation that will be emailed to attendees following the event.

Booksellers at the Book Swap Dinner during Winter Institute 2024

Books in the Galley Room are there for the taking!
The Galley Room (Monday – Wednesday 9:00 am – 6:00 pm) 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 save your luggage/shipping space! We ask attendees to take only one copy of each title. If a particular pile is getting low, please take just one copy to be shared among all store staff. 

Ship your galleys from Wi2025 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. 
  • Bring pre-printed FedEx shipping labels to ease your way through the FedEx shipping desk. 

Questions? Contact PartnerShip’s Jen Deming, by phone at 800-599-2902 ext. 2811 or email: jdeming@PartnerShip.com

 

Craft and Conversation
This low-key networking event on Sunday, February 23 from 9:00 pm to 10:00 pm, 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. 

 
Make sure to network
According to Institute bookseller veterans, 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. Bring business cards and/or one-sheets about your bookstore, plus a pen and paper, and swap business cards with everyone you meet. For easy reference and recall later, make a note on the card about what was discussed.

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

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

 

Have questions? Email winterinstitute@bookweb.org.