What to Expect at an In-Person ACES Conference
By Kristen M. Clark
Like many editors, I’m an introvert: a natural wallflower unless I’m with my people in a place where I feel comfortable to be myself.
So when I prepared for my first ACES conference in 2023 in Columbus, Ohio (where I only knew one other person in attendance), I was nervous, anxious, and more than a little bit intimidated by imposter syndrome.
I had joined ACES only a few months prior, so I didn’t know what to expect from the annual in-person conference that brings together hundreds of vibrantly diverse professional editors from all industries and genres. It felt overwhelming at first: Would I belong there? Would I feel welcome? Would I have fun? Would the experience be worthwhile?
Conference as game-changer
In short: Absolutely — 1,000% — So much — And indisputably, yes!
My heart was so full after that conference. Two years on, that one event quite literally changed my personal and professional life in ways I could have only dreamed of at the time. It opened doors for my career, introduced me to peers who are now friends and coworkers, and gave me new knowledge and insights that enhanced my skills.
Tips for ACES conference newbies
I wish only the same and more for all the first-timers attending this year’s in-person ACES conference, ACES 2025 Salt Lake City. It’s OK if you feel apprehensive like I did. So many ACES members know all too well what it’s like to be in your shoes — and we got you. Here are some tips to make the most of your experience:
1. Be prepared.
Take advantage of the myriad resources provided on the conference webpage and in the attendee emails you receive so you know what to expect when you get there.
The “Know Before You Go” PDF in particular provides answers to many logistical questions about registration, the conference hotel, transit options, and local attractions. Registrants receive it a week or two before conference. Got a question? Check there first.
Additionally, first-timers typically want to know:
Is there a dress code?
The official dress code is business casual, however you define that, from skirts and suits to jeans and leggings. Folks usually dress up for the Friday night Awards Banquet. So you’ll probably want to bring an outfit that’s dressy/cocktail-type attire. Pro tip: Wear layers to stay comfortable in the session rooms.
What do I do for meals?
Breakfast, lunch, and dinner (except for the Awards Banquet, if you signed up; the price is included in your registration fee) are on your own. These are great opportunities to go out with your peers, take a break, and enjoy the local fare. ACES provides at least one coffee break every day. If you’re pressed for time, ordering food delivery to the conference hotel is an option too.
Can I bring my laptop to the sessions?
Sure. Feel free to take notes, either digitally or on paper. Recording sessions (audio or video) is prohibited, but taking — and sharing — notes is encouraged. Seating in the session rooms is typically rows of chairs (no desks), so if you do use an electronic device, plan to charge up your battery during breaks.
2. Be engaged.
About that time you will also get instructions on how to log in to the conference platform, Whova. In addition to offering the basic info for the event (the schedule, a floor map, speaker bios, sponsor details, session handouts, general announcements, and more), this incredible tool enables you to connect with fellow attendees ahead of time — which means you aren’t quite as overwhelmed when you arrive — and for 90 days after conference ends.
Make the most of this platform, and it’ll amp up your excitement for the event: Share an icebreaker. Join discussion boards. Fill out polls or offer one of your own. Post a photo (#StetPet pics are always a hit). Ask questions of session speakers. Share articles. Do whatever you can to engage — and you’ll quickly see how welcome you are in this community, especially as a conference newbie. Plus, you may win a prize for participating on the app.
3. Be bold.
Don’t be shy in walking up to folks and introducing yourself to join in or strike up a conversation. ACES members are some of the friendliest, most welcoming individuals you could ever meet. No matter the type of editing you do, you can find your people at ACES.
A fun way to do that is on the Whova app itself. Set up a “meet-up” — it can be for anything: a morning walk, a coffee break or lunch with editors in your industry or hometown, and even a totally random topic that brings folks together, like a mutual love of black cats or the shared joy of being a Trekker.
4. Be choosy.
The concurrent sessions typically will have more than one topic you’re interested in, so choose the option that best suits your needs. And if you’re not feeling it after a few minutes, there’s no shame in quietly leaving the room and checking out a different session instead.
Be advised that the rooms for some of the more popular topics can fill up fast, so it’s best to arrive early to secure your seat. Once the rooms are at capacity, room monitors may have to turn folks away to ensure the event complies with fire safety codes.
Then, glean knowledge from the sessions you can’t attend: Download all the session handouts and slides at the end of the conference, and check out the session Q&As where speakers answer questions directly on the app.
5. Be well.
Most ACES members can empathize with a drained social battery, particularly during a busy conference. Don’t be afraid to step away and decompress on your own if and when you need to. Remember to stay hydrated too.
Need help or have a question while you’re there? Don’t be afraid to ask one of ACES’ staff, an ACES Board member, or one of the many conference volunteers you’ll see greeting you to the session rooms and banquet halls. They’re there to support you in having a wonderful conference experience. You can also post a question in the Ask Organizers Anything channel in Whova.
See you in Salt Lake City, ACES friends — where we can all be beautiful introverted word-nerds together!
Kristen Clark is an experienced government editor and writing coach by day and the owner of a plain language editing and communications consulting firm in her spare time. She joined the Department of Veterans Affairs Office of Inspector General in August 2024 after nearly six years as a senior editor with the Denver Auditor’s Office. Before that, Kristen spent a decade in journalism covering local, state, and federal government, politics, and public policy — including two years for the Miami Herald. She founded Pristine Clarity LLC in 2023. Kristen has bachelor’s degrees in journalism and political science/pre-law from Michigan State University, a Plain Language Certificate from Simon Fraser University, and a Copyediting Certificate from UC San Diego Extended Studies. She enjoys hiking in the Pacific Northwest, traveling with her husband, and lounging with their two cats. Learn more about Kristen on her website or on LinkedIn.
