Wednesday, February 4, 2009

11 March 2009 (Cape Town) Publishers Day

Annual SCBWI (SA) Publishers Show & Tell Day
  • Region: Cape Town, South Africa
  • Date: 11 March 2009
  • Time: 09h00 - 17h30
  • Venue: Bellville Public Library, Bellville, Cape Town (Tel: +27 21 918-2300)
  • Cost: SCBWI members R70 and non-SCBWI members R100 (this includes tea/coffee & lunch).
  • RSVP: Since we have a limited number of slots available, kindly RSVP as soon as possible by e-mail to and (NB!) put Publishers Day 2009 in your e-mail’s subject line. Your e-mail must reach us by no later than 15 February 2009. We repeat, slots are limited and they will be allocated on a strict first-come-first-served basis.
  • Enquiries: By e-mail to and (NB!) please put Enquiries - Publishers Day 2009 in your e-mail’s subject line.
  • Specific requirements: Please specify if you prefer a vegetarian lunch.

Description of Event: This will be a day for writers and illustrators to pitch their work to the publishers. It provides an opportu­nity for publishers to see what work our writers and illustrators have done during the past year and also for them to meet new writers and illustrators. We will send out specifications for your Personal Details Form after we have received your bookings.

The list of participating publishers will be distributed early in February 2009.

Writers and Illustrators who are unable to attend: You can send a number of copies (the exact number to be made known as soon as the attending publishers have all confirmed – early February) of a set of three A4 pages consisting of your Personal Details Form (to be supplied) and two pages with examples of your work. We will then distribute these amongst the publishers participating at the event (the cost: R70).

Kindly send an e-mail (subject line: Publishers Day 2009 – Work for Distribution) to stating that you cannot attend the event but that you would like your work to be distributed physically to each of the attending publishers. This should reach us by no later than 28th February 2009. Upon receipt of your e-mailed booking we will send you a return e-mail with a blank Personal Details Form, payment details and the address to which you can mail or courier an envelope containing all the sets of copies of your forms and examples of your work to be distributed.

Notes for Writers and Illustrators:

  • The representatives from the publishers will be available for meetings from 09h00 to 17h30 on the day.
  • Each illustrator or writer will be scheduled into 15-minute slots to see one publisher at a time. As soon as the publishers have confirmed their attendance (end January) we will be able to let you know how many publishers you will be able to see during the day.
  • You must bring along a number of copies (the exact number to be made known as soon as the attending publishers have all confirmed – early January) of a set of three A4 pages consisting of your Personal Details Form (to be supplied) and two pages with examples of your work. You will hand one set to each publisher you meet with and a set will be given to each publisher you were unable to see due to the limited number of slots.
  • As soon as the list of participating publishers is circulated, you must send us a list of your preferences as to which specific publishers you would like to meet. Number your list of publishers from 1 to 10 in order of preference. We will then draw up a schedule on a first-come-first-served basis, filling up each publisher’s slots. We will e-mail you the completed schedule (grid) one week before the event.

Tips for Writers and Illustrators about pitching your work:

  • Make sure that the two pages with examples of your work have your name on and use a paper clip to keep the 3 pages together (DO NOT STAPLE & DON’T USE FANCY FOLDERS – this makes it difficult for the publishers to file you material). You can use both sides of the three sheets of paper – this way you will have 6 sides – but not more than three A4 sheets in total.
  • Make sure you use paper of a good quality. Images or type should not shine through.
  • Prepare yourself to do your whole pitch in less than 15 minutes. So make a list of information that you need/want to communicate to the publishers – do not waste precious time being chatty.
  • When showing and discussing your presentation, allow the publisher to give your work quality time and attention, rather than having to rush through a mass of work that cannot be appreciated in your allocated 15 minutes.
  • If you are pitching your work on a laptop computer make sure that you are comfortable doing it this way. Prepare a special, easily accessible folder with ONLY the work you want to show… It leaves a bad impression if you start searching for your files – and you lose valuable time.
  • Writers - Prepare a synopsis of your story(ies) with an extract of your manuscript to leave with the publishers. Rather try and get their permission to mail your complete manuscript to them or somebody else at their company. Remember, the person you see will be receiving a lot of material on that day. By mailing your manuscript(s) later (on paper or CD – ask them what they prefer) you will separate your work from the pile. When mailing your manuscript remember to inform the publisher in your covering letter whether you are sending your manuscript to any other publishers.
  • Illustrators - Prepare your portfolio of original illustrations (the one you will show to all the publishers and then take home with you) in such a way that it can be handled easily: preferably in an A3 or A4 folder that can be paged through. Rather select only a few of your best works than lots of examples with poor quality work amongst them. If your portfolio consists mostly of reproductions of your work (i.e. in published form) bring at least two original illustrations along as well. If you want to show copies of work that is currently at a publisher, make sure that those copies are of very high quality. Do not take too many examples of illustrations (10 is a good number).
  • IMPORTANT: This is an opportunity for you to introduce yourself and to present your work to the publishers. You must not expect any feedback, comments or analysis of your work at this session – it will be the publishers’ sole decision whether they would like to make any further contact with any of the writers and illustrators they had seen at the day’s sessions.

Show & Tell Day Schedule for each Publisher

  • 09h00 – 09h30 - Registration

  • 09h30 – 09h45 – Slot 1
  • 09h45 – 10h00 – Slot 2
  • 10h00 – 10h15 - Slot 3

  • 10h15 – 10h30 - BODY BREAK

  • 10h30 – 10h45 – Slot 4
  • 10h45 – 11h00 – Slot 5
  • 11h00 – 11h15 – Slot 6

  • 11h15 – 11h45 - COFFEE/TEA BREAK

  • 11h45 – 12h00 – Slot 7
  • 12h00 – 12h15 – Slot 8
  • 12h15 – 12h30 – Slot 9
  • 12h30 – 12h45 – Slot 10
  • 12h45 – 13h00 – Slot 11

  • 13h00 – 14h00 – LUNCH BREAK

  • 14h00 – 14h15 – Slot 12
  • 14h15 – 14h30 – Slot 13
  • 14h30 – 14h45 – Slot 14
  • 14h45 – 15h00 – Slot 15

  • 15h00 – 15h15 - COFFEE/TEA BREAK

  • 15h15 - 15h30 – Slot 16
  • 15h30 – 15h45 – Slot 17
  • 15h45 – 16h00 – Slot 18
  • 16h15 – 16h30 – Slot 19

  • 16h30 – 16h45 – BODY BREAK

  • 16h45 – 17h00 – Slot 20
  • 17h00 – 17h15 – Slot 21
  • 17h15 – 17h30 – Contingency slot