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Conference Policies

We are committed to a safe environment for all our attendees.

To pick up registration materials, please provide a copy of your vaccination card or a negative COVID test within 48 hours.
We are using CDC guidelines to ensure the safety of all our attendees. This means:
  • Vaccinations must be up to date, which means all recommended doses, including boosters. (please see CDC guidance.)
  • Negative COVID tests must be proctored by a medical professional (please see CDC guidance) and within 48 hours of attendance. At-home tests are authorized by the CDC as long as they are proctored by a telehealth provider. 
If you do not provide a vaccination card or a negative test, you will not be permitted into the conference.

If in the unfortunate incident you test positive for COVID, you can choose to either have the virtual option this year (24 of our best workshops and 3 keynotes) or to roll over your registration to next year. 

1. Cancellations prior to February 15, 2022 will receive a refund of their conference fees, minus $25.00 for administrative purposes.

2. Cancellations from February 16, 2022 to April 1, 2022 will receive a refund of their conference fees, minus $75.00 for administrative purposes.

3. No refunds will be given after April 1, 2022.

4. All refunds will be made to the original method of payment.  No checks will be sent for credit card payments.

5. Donations made with registration will not be refunded without a specific, written request (email is acceptable).

6. Notify us of cancellations to additions (e.g. banquet guests) to ensure you receive a refund.

7. The above cancellation policy also applies to those who use the payment plan for their conference fee.

8. If in the unfortunate incident you test positive for COVID, you can choose to either have the virtual option this year (24 of our best workshops and 3 keynotes) or to roll over your registration to next year. Refunds will not be given.

For questions, comments, or concerns, contact registrar@pikespeakwriters.com

At Pikes Peak Writer’s Conference, we strive to provide the best experience possible. We pride ourselves on an event that is enjoyable, educational, friendly, and safe for our Faculty, Staff, Volunteers, and Attendees. By attending or becoming involved with Pikes Peak Writer’s Conference in any capacity, you agree that you have read this policy and will adhere to it. You also acknowledge that, should you be involved in any misconduct, you are subject to the corrective actions defined below. We thank you for helping to ensure Pikes Peak Writers Conference will be a success for all.

PPWC has many facets. It is about networking, learning, discussions, interactions, and so much more. We at Pikes Peak Writers are strong advocates for the continued growth and success of both aspiring and accomplished writers of all genres. We encourage our attendees, staff, and faculty to meet new people, build friendships, and develop professional relationships within an exceptional writing community. However, all social interactions come with certain responsibilities. Whether you are engaging with other attendees, staff, or guest faculty (authors, agents, editors, publishers, presenters, etc.) we ask that you do so with the utmost courtesy and professionalism.

HARASSMENT of any type will not be tolerated. Harassment will be defined as any action, behavior, or language causing any person or persons to feel threatened, uncomfortable, unsafe, or offended. This includes but will not be limited to unwanted physical contact, threats of physical violence, sexual advances, any form of verbal insult, or demeaning of character. There will be zero tolerance for compromising any person’s enjoyment of PPWC.

Should anyone suggest or demonstrate a desire to be left alone, or they are uncomfortable with your interactions, it is simple: apologize, cease the offensive verbiage or action, and/or walk away. Sometimes, even the best of intentions can be misinterpreted, so always err on the side of courtesy, and respect personal boundaries (boundaries include physical being and personal belongings.)

DISCRIMINATION in any form will not be tolerated. Discrimination includes, but is not limited to, the following: sexual orientation, gender, race, ethnicity, age, religion, mental/physical impairment, identity, and appearance. We are a conference open to all walks of life; as such, we expect those involved with PPWC to be respectful to all. There will be zero tolerance for any action or language that targets, excludes, or demeans any person due to their differences.

RESPECT is the basic rule: Treat others with kindness, empathy, courtesy, politeness, and professionalism at all times.

Always remember there are many in attendance at PPWC. When speaking with our Faculty or participating in discussions, remember others are hoping for an opportunity to do the same. Be mindful and know when to step aside, affording others an equal opportunity to be involved.

AUDIO AND VISUAL RECORDING

There will be no audio and/or visual recording in any workshop or other area designated for conference use without the expressed consent of the participants being recorded and the Conference DirectorPPW and its staff reserve the right to request any audio/visual recording (permissive or otherwise) be ceased, and potentially deleted or erased, should they find it disruptive to conference events and/or participants, and/or should they find it to be in violation of any copyright or privacy laws.

CORRECTIVE ACTION POLICY AND PROCEDURES

It is our hope that every PPWC goes without incident. However, in the event that there is any misconduct or non-adherence to the policy stated above, the following conditions may apply:

First and foremost, if you feel you are the victim of any misconduct and a simple “No.” or “Please, stop.” does not lead to a resolution, please, under no circumstance, attempt to handle the situation yourself. There will be PPW Staff Members on site who are trained to handle the situation and communicate with the persons involved. If you find yourself in a position where you feel threatened, harassed, uncomfortable, or discriminated against seek out a member of the Security Staff. Those people are shown below with names and photos. If one of those people cannot be found, get the attention of any PPW Staff Member. NEVER take matters into your own hands.

If corrective action is deemed necessary, the person or persons guilty of misconduct will not be entitled to a refund or reimbursement of any amount for PPWC events, workshops, materials or any other purchases. Furthermore, there will be no refund of any amount for services, accommodations, and/or amenities.

Conference badges, which allow for admission to conference sessions, are non-transferable unless prior permission is given by either the conference director or conference administrator.

Meal passes, which allow for admission to conference meals, are non-transferable unless prior permission is given by either the conference director or conference administrator.

Read and Critique passes, which allow for having work read during R&C sessions, are non-transferable unless prior permission is given by either the conference director, conference administrator, or the R&C coordinator.

Query One-on-One passes, which allow for a one-on-one session with an agent or editor, are non-transferable unless prior permission is given by either the conference director, conference administrator, or the query coordinator.

All transfers of badges, and meal passes must be done at the registration desk.

All surrendering or transfers of read and critique passes, and query one-on-one passes must be done at the appropriate desk in the registration area with an authorized staff member present. If two people agree to “swap” a read and critique or query one-on-one pass, they must do so at the appropriate desk in the registration area with an authorized staff member present.

WHO CAN CONSIGN:

Our first priority is to give consignment space to faculty first, and then staff. Faculty are invited to consign a reasonable number of titles and copies.  Staff members are limited to not more than five titles with five copies each. It is VERY IMPORTANT that EVERYONE intending to consign fill out our consignment sheet BEFORE THE CONFERENCE and email it to the bookstore coordinator.  The form provides us the TITLE, ISBN, QUANTIY and PRICE which must be inputted into our Point-Of-Sale system IN ADVANCE.  

WHAT ABOUT ATTENDEE CONSIGNMENTS?:

We will have space for books by registered attendees but if there is an over-abundance of titles, the bookstore coordinator can opt to suspend consignments until additional space is released.  Attendees can bring up to two titles, five copies each. You MUST fill out a consignment sheet BEFORE the conference and send to the bookstore coordinator. 

CONSIGNMENT FEE:

We will sell your book or book-related item (with bookstore coordinator approval) in our bookstore for a 15% consignment fee of the retail or owner-supplied price. We provide a contract to be signed by the consignee, specifying all financial details.  
 
All items must be checked-in via our contract. All unsold items must be checked-out by a specific time on Sunday (time set by coordinator and in contract). Payment is made by check and mailed to you after the event.

THE SMALL PRINT:

Any unsold items not picked up by the deadline will be considered abandoned property. Anybody who picks up their books, but does not checkout with the bookstore staff, forfeits all payments. We must physically count the unsold books in order to complete the contract.

The bookstore coordinator or her/his on-site representative (bookstore staff) reserves the right to refuse or limit the number of consigned items due to content, appropriateness or space limitations.

A NOTE:

Based on many years experience selling books at the conference, if you’re not on the faculty or speaking at the conference, your chances of selling books is low. That is the rationale why we hold attendees to three copies

If you wish to consign or have further questions please contact bookstore@pikespeakwriters.com.

For all Pikes Peak Writers events, including, but not limited to, Pikes Peak Writers Conference, Write Brains, Open Critique, and Writer’s Night, attendees must be age 16 or older. Anyone under 18 years of age must have a parent sign a waiver in the presence of a Pikes Peak Writers volunteer to allow their minor attendance. Occasionally, we may present programming specifically for minors, which we will make clear in the verbiage. Otherwise, all programming is intended for adults, and may contain adult content. Pikes Peak Writers is not responsible for supervision of minors at events. It should be noted that, though Pikes Peak Writers does not sell or serve alcohol, some venues/facilities may sell it. Pikes Peak Writers must be notified at registration for an event (or in advance of an open event that does not require registration) that an attendee is a minor.

Please download and print our Child Attendee Release FormFill out and sign the form in the presence of a Pikes Peak Writers volunteer.