Last Update: Feb 2, 2024

If you are registered to attend the 2024 conference, we will be posting important details on this page, so check back frequently. Note: We will also be sending out these details by email, so if you are registered and haven’t received an email, please check your spam.


Correction: Writing Contest Entries

Do NOT include your name in the document header for contest entries, just the title of the piece.


Update: January 27, 2024

The pre-conference Attendee Orientation has been moved to Saturday, March 2nd at 10:30 AM Pacific time. (The faculty orientation has NOT been changed). We will be sending out the Zoom link again, closer to the orientation meeting.


Deadlines at a Glance

  • February 20th: Mentee Survey and Writing Sample (for Mentor Track Mentees Only)
  • February 20th: Writing Contest Deadline (Open to all Registered Attendees, and contest submissions open on January 20th)
  • February 20th: Critique Submission Deadline (Open to all Registered Attendees and submissions open on January 20th)
  • March 17th: Last Day to register for the Conference
  • March 17th (until midnight Pacific Time): Last day to submit your book information for the bookstore. WE WILL NOT ACCEPT ANY BOOKS THAT WERE NOT REGISTERED WITH US BY THIS DATE.

International Attendees

Don’t forget that if you are attending the conference from outside the United States, you may need a visa to enter the country. Attendees from New Zealand (who do not have a U.S. passport) will require a visa.

Attendee Email Updates

Attendee Email #1 (Emailed January 15, 2024)

This is an overview of the details in the email. If you did not receive the email but have registered, please check your spam before contacting us.

Mentees

If you have signed up for the Mentor Track, please look for a separate email in the next week for instructions on what we need from you. Your submission deadline for your questionnaire and writing sample, etc., will be February 20th.

Writing Contest

This year’s theme is “Identity,” and it can be interpreted any way you desire. A story about when you first realized who God created you to be? An article on what the bible says about our identity? Flash fiction about a character who struggles with the concept? An essay on how identity is culturally formed? The possibilities are endless!

The details: Submit no more than 1,200 of your best words exploring any aspect of Identity (any genre except poetry) to director@vcwconf.com by midnight on February 20th. MAKE SURE TO PUT “CONTEST” IN THE SUBJECT LINE. It can be a complete piece, or the opening of a larger work but, either way, it must stand on its own. The work must be original and previously unpublished, and adhere to industry standard formatting: Word document, 12 point Arial or Times New Roman font, black ink, double spaced, no extra spaces between paragraphs, .5 indent on paragraphs, no graphics or illustrations, one inch margins on all sides, page numbers centered in the footer, and your name and title in the header. No cost for attendees to enter. Please make sure your entry is formatted correctly and EDITED!

Note: The Writing Contest is only open to fully registered attendees of the 2024 conference.

Submissions

For those of you who want to have a pair of professional eyes on your words, we’re accepting submissions of up to 1,200 words of prose (fiction or nonfiction … no poetry). One of our talented faculty will read and give you feedback. Deadline is midnight on February 20th. Email your work to director@vcwconf.com with industry standard formatting: Word document, 12 point Arial or Times New Roman, black ink, double spaced, no extra spaces between paragraphs, .5 indent on paragraphs, no graphics or illustrations, one inch margins on all sides, page number centered in the footer, and your name and title in the header). MAKE SURE TO PUT “SUBMISSION” IN THE SUBJECT LINE. You will receive your feedback via email during the conference.

Pre-Conference Orientation

While we will still have an on-campus orientation for all attendees on the first day of the conference, we’re also offering an optional additional Zoom orientation on Saturday, February 24, 2024, at 3:00 pm Pacific time. March 2nd at 10:30 AM Pacific Time. It should take no longer than about an hour.

This will be a time to meet the Conference staff, find out what to expect and how the conference is run, learn tips to get the most out of the conference, get familiar with a few other attendees’ faces, and ask any other pre-conference questions you may have. It’s not mandatory, but it might not be recorded. So, if you have some pressing questions, or just want to make sure you’re as prepared as possible when you arrive on campus, this would be a great event to join.

ARRIVAL AT THE CONFERENCE

This is SUPER important! Mt. Hermon only allows us to open registration at 4:30 pm, and asks that we have no attendees on campus any earlier than 4:00 pm. If you are flying in, or coming via any other method, and arrive prior to that time, please do NOT come onto campus. There are lovely restaurants and coffee shops at the airport, and, closer to Mt. Hermon, in both Scotts Valley and Felton. If you get into the area really early … Santa Cruz is only 17 minutes from Mt. Hermon and is a lovely coastal town to visit.

We also have the lovely Christin Hunt who will be facilitating our Transportation and Connections team. Not only will she be hosting an off-site mixer if you happen to come into town a little early, she will also be the one to help folks connect with each other to share rides, etc. Details on that to follow!

Bookstore

Attendees are allowed to sell books to our conference bookstore. To be eligible, the following must be completed/accurate:

  • Only registered attendees can submit to our bookstore
  • Full rights must be owned by the submitting author
  • Only two titles are allowed to be submitted per attendee
  • Only 10 copies of EACH title (for a total of 20 books), in quantities of either 5 or 10 (so, 5 of one and 10 of another would be okay. 3 of one and 7 of another would not)
  • Subject matter must be appropriate and consistent with the statement of faith of this conference
  • Each book must be clearly labeled with the price prior to arriving at the conference.
  • Once at the conference, book check in will be from 4:30-5:30pm in the Hub (below the dining hall) on Friday, March 22, and during the Faculty Reception from 8:30-9:30 pm that same evening.
  • Check out for the books will be: Monday night, 10:30 to 11:00 pm, Tuesday morning 8:30-9:00 am and 12:15-12:45 pm. NOTE: Any remaining books not checked out by 12:45 pm will be discarded.
  • Checks for books sales, less 20% bookstore commission, will be mailed to authors within two weeks of the end of the conference.

To submit your titles, email the Conference Administrator at conference@vcwconf.com with Bookstore Submission in the subject. In the body of the email, please provide the following: Title, Price, name, author name (if different), mailing address, contact email, contact phone, and quantity of each title you submit.

Note: Because we have to set up our Point of Sale system with each book title, price, etc. we will not accept any books that were not pre-registered. NO EXCEPTIONS! Also, if your books sell out during the conference, that’s awesome, but we cannot accept any replenished stock.

Masks

As with last year, masks are optional. We do ask that you do not attend if you are experiencing any Covid signs.

Graphic

Attached to this email is a conference graphic, and we’d very much appreciate your posting it to your social media pages. We are 90%+ full (we even have many folks flying in from New Zealand!), but we’d love to make sure everyone who needs to know of this conference does … and you can help!

Volunteers

We’re getting ready to sort out our final volunteer rosters and have our first team emails going out next month. If you are willing to help for a few hours during the conference, we’d love to chat with you. Write to: director@vcwconf.com with VOLUNTEER in the subject line.

Teams we need some help on:

  • Prayer Team: This team, under the leadership of our lovely Susan Sage, prays before and during the conference, and will be available for direct prayer with you at the conference!
  • Registration: This team, headed by the amazing Hannah Prewett, helps for a few hours on the first day to welcome all our attendees and get them registered.
  • Hospitality: This team does a number of things like setting up the faculty names on meal tables and helping with our faculty reception, etc.)