A Checklist for Winter Institute First-Timers

For many first-timers (or 22nd-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 tips to help you prepare for Winter Institute 2027.

 

Know Before You Go

Explore the Wi2027 website ahead of time to learn more about the event and find accessibility and travel resources. You can also check out the Wi2027 Resource Guide (available soon!) for information about our event venue, Affinity Groups, local businesses, land acknowledgement, and more.

 

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. 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.

Bookseller winners at the Children's Institute 2024 costume party

Attend IGNITE: A BIPOC Bookseller Pre-Con

Black, Indigenous, Asian American and Pacific Islander (AAPI), Latina/o/x, Chicana/o/x, Hispanic, and BIPOC booksellers are invited to kick off Wi2027 on Wednesday, Friday 10, with our pre-conference event, IGNITE.

Wear your badge at all times during the event.

Your badge is your pass into the event, so please wear it at all times!
You will also find your Rep Picks Speed Dating table assignment at the bottom of your badge, as well as your Buddy Program and/or Bookstore Tour details (if applicable).

 

New at Winter Institute is our Institute Reflection handout, designed to support your learning throughout your time at the institute by helping you reflect on your experiences, gather your notes, and keep track of the amazing people you meet.

 

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 winterinstitute@bookweb.org.

Use the Winter Institute App (Coming soon!)

The Winter Institute app is a great resource to use before and during the conference!
Use the app to:

  • Stay on top of last-minute schedule changes and get real-time alerts and reminders at the event.
  • Review the event schedule and descriptions
  • Create personalized agendas
  • Message fellow attendees
  • Share contact information
  • Access maps of the venue (also available in the printed Program)
  • Check out the list of attending authors
  • Fill out session evaluations 

Fill out session evaluations on the Wi2027 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 Wi2027 evaluation that will be emailed to attendees following the 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. Check your badge for your assigned table.

Photo booth at opening reception for Wi2026

Come to the Opening Reception

Join us at the Opening Reception on Thursday, February 11, from 5:30 to 7:00 pm! Enjoy some hors d'oeuvres, some refreshments, and mingle with booksellers from across the country.

Attend the Affinity Groups 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 on Thursday, February 11, 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. Refreshments will be served.

Booksellers in the Galley Room during Ci2024

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. Large bags and bags with wheels are discouraged from the galley room, as they block the aisles and impede accessibility. 

Don’t forget to stop by the Galley Room photo booth! Take a photo with the books you’re most excited about and share it on social media using #ABAWinterInstitute. These photos will be featured on our social wall in the ballroom!

Ship your galleys from Wi2027 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 with any available spaces to attend intimate author dinners!

 

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 winterinstitute@bookweb.org.