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We know that not every question you may have is listed, so if you have any additional questions, feel free to contact us!
(Page updated April 11, 2019)
What is Apollycon? Apollycon was created by owner Jennifer L. Armentrout in 2015. It is an event for readers across all genres (including YA, NA, and Adult), which includes panels, bookish social events, signings featuring authors and special guests, as well as an after party where readers and authors can connect. 2020 marks ApollyCon’s 6th year.
When is ApollyCon 2020? The dates are Thursday, March 26th through Sunday, March 29th, 2020.
Where will ApollyCon 2020 take place? At the Hyatt Regency Crystal City at Reagan National Airport (located in the Washington, D.C. area).
Which authors and special guests are participating? Our most updated lineup list can be found here: apollyconevent.com/lineup. We will also feature some bookish vendors (TBA in April 2019)! Please note that our lineups are subject to changes at any time.
Will I need a ticket to attend? Short answer: YES. Long answer: Every man, woman, and child (over the age of 10) that will be present must have a ticket. (Note: Children under the age of 10 are FREE.)
How many tickets will be available? There will be a total of 1200 tickets (with Saturday signing access) that will be available. There will be 600 Titan (all access ticket Thurs-Sat–including a bonus 3-hour signing session Fri), 300 Apollyon (ticket with access to Thurs, Fri evening, and all Sat), and 300 Deity (formally known as our Saturday General Admission tickets). The 1200 attendees will be split into two groups of 600 on Saturday for both signing sessions: “Group A” and “Group B”. There will not be more than 600 attendees per signing room at a time. There will also be 250 “J.R. Ward Sunday Brunch” tickets (which will include a brunch buffet with banquet-style seating during the J.R. Ward Q&A), and 300 “J.R. Ward Sunday Q&A Only” (which include access to theater-style seating during the J.R. Ward Q&A after the brunch buffet is served).
ApollyCon 2020 will also feature a limited amount of “panel access tickets” which are available to Apollyon and Deity (aka GA) ticket holders for purchase should they want to participate in panel programming Friday morning.
How much does it cost to get in? Ticket prices vary from $20 – $125 (plus Eventbrite fees) per ticket. Full ticketing info will be posted the week of April 14th.
Where can I get/buy tickets/passes? Tickets for ApollyCon 2020 will be available for purchase on Thursday, May 9th, 2019 at 8PM ET. They will stay on sale until March 15th, 2020 or we until we sell out (whichever comes first).
If certain ticket/passes sell out, will there be a wait list? Due to the fact that ApollyCon 2020 tickets will be non-refundable, there will NOT be a waitlist via Eventbrite. We will open up a ticket thread in the ApollyCon Attendees Facebook group shortly after ticket sales open where people can search for/resell tickets for the event. This thread will be monitored by the Event team, though ticket resale transactions will be handled by the seller who posts via the thread. The ApollyCon event team does not assume responsibility for any transactions, so please be mindful to not exchange sensitive/personal information with sellers you’re not familiar with. We highly suggest submitting payments via PayPal, as it protects the buyer in case there are any issues.
I plan to purchase multiple tickets/passes for ApollyCon under my Eventbrite account. Do I need to have each person’s name on each ticket? Short Answer: NO. You don’t need to have all of your tickets under individual names if you plan to pick up all of the tickets at the same time (on site). However, you can add an individual name on each ticket (as you’ll see when you go to complete purchase).
I need to change the name on my ticket(s). How do I do that? If you need to change the name on your ticket, you should be able to do so by logging into your Eventbrite account (via the desktop browser version), and change it directly in there. However, if you’re having issues, you can email us at firstname.lastname@example.org and we can assist you. The last day to complete name changes/transfers March 15th, 2020.
What is the 2020 Programming schedule? Go here, or select “SCHEDULE” in our header menu. Note: We will have the updated 2020 Schedule posted by the fall of 2019.
Will I be able to purchase books at the venue/event? YES. There will be a book seller on-site with books for purchase. *Please note: They may not have a lot of older/back list titles and/or formats. We will post a list of books that will be available at the ApollyCon bookstore, as well as the days/hours of operation closer to the event date.
Is there a book/item limit for how many books I get signed per author? Though there is no limit for the amount of “outside” books you bring to the event from home, there will be a limit as to how many books you can have signed at a time. We are doing this in effort to keep all of the lines at the author tables moving at a steady pace. There will be a THREE (3) BOOK/ITEM LIMIT per author, per table visit (unless otherwise specified – some may have less). Should you have more than 3 books/items for an author, you may get back in line–time permitting–to have the remaining items signed.
For example: if you bring 6 Jennifer Armentrout books from home to have her sign, you may get in her line, but you’ll only be able to get 3 of the 6 books signed the first time you approach the table. After which you’ll be able to get in the back of the line and get the remaining 3 books signed when you approach her table a second time. There is no limit for the amount of times you get into an author’s line (within the time limits of the signing session), however, there may be a couple of authors who have specific limitations. (We will make those announcements closer to the event.) Keep in mind that if you plan to bring more than 6 books to be signed per author, it may be possible you won’t get them all personalized/signed due to time constraints. We do not guarantee that every ticket holder will get all of their books signed, so we advise you prioritize which titles you want signed/authors you want to see during the signing(s).
Can we take pictures with each author? Pictures are permitted, but please be courteous when doing so. Have your phone/camera ready to go when you approach the table so that we can make sure everyone is able to get through the lines quickly. Also keep in mind that there are a few author’s who have light sensitivity, so please NO FLASH when taking photos. **Please note: ApollyCon organizers & authors reserve the right to prohibit individual/posed photos with authors at any given time during the general signing session. Our overall goal is to ensure that the event runs smoothly, and efficiently, so there may be a chance that we may have to discontinue posed photos in order to keep the signing lines moving.
I plan to sign up to volunteer. Do I still need to pay for a pass? It is not required that you have a ticket to volunteer. Staff sign-ups will open up in late spring 2019.
Is the author list/panel lineup final? No. The author lineup is subject to change at any time, including (and not limited to) the week of the event. We will always keep the author lineup page on our website up-to-date. Sometimes, unforeseen circumstances arise, which can result in a featured author not being able to attend. We also may periodically add authors to the lineup, too. Your best bet is to follow the ApollyCon social media pages (or check back here) for up-to-date changes and announcements. We will do our best to keep the website updated, but your best bet is to follow the other pages where news will get shared more frequently.
Where can I get Venue/Hotel information? Go here for updated venue information. See further info below.
Will there be a discounted room block available at the Apollycon hotel? Short answer: YES! Long answer: The link for the room block will be included in the Eventbrite ticket confirmation email (which will be sent after purchase). In order to give ticket holders priority to the available discounted rooms, the room block link will not be publicly posted until a week after tickets go on sale.
Is there an age restriction/limit for tickets/events? There is no age restriction/limitation for any of the ApollyCon events. Be mindful that there may be some mature language/themes during some of the Friday panels, in case you plan to have young ears present. Though there is no age limit for the after party, there will be alcoholic beverages available for purchase. Be sure that you bring your I.D. if you’re 21 or older and plan to purchase alcohol.
What is the refund policy on tickets/passes? All paid tickets/passes purchased for ApollyCon 2020 are non-refundable. Should you no longer be able to attend, you can resell/transfer your ticket through March 15th, 2020. We will also post a ticket thread in the ApollyCon Attendees Facebook group where people can search for/resell tickets for the event. This thread will be monitored by the Event team, though ticket resale transactions will be handled by the seller who posts via the thread. The ApollyCon event team does not assume responsibility for any transactions, so please be mindful to not exchange sensitive/personal information with sellers you’re not familiar with. We highly suggest submitting payments via PayPal, as it protects the buyer in case there are any issues.
Will there be a ticketed author system for ApollyCon 2020? Short answer: YES. Each ticket holder will receive a ticketed author poll in their ticket confirmation email (via Eventbrite) which will help us determine which author may require ticketing. We plan to have high-traffic/ticketed authors in each signing room to help with spreading out lines, and over-crowding.
Once an author’s line begins getting long, we will immediately begin distributing numbered wristbands (there will be a staff member at the end of the line/in proximity to the line handing out numbered wristbands) to additional attendees who would like to “hold their spot” in line. When the line begins to move, we’ll call out numbers over the PA system for those with wristbands (within the numbers) to get in that author’s line. There will be a line lottery form (with the Eventbrite ticket confirmation emails sent to each attendee) for author Sarah J. Maas, who due to a hand injury, will only be able to sign books for a limited number of attendees. **We’ll also have a special Sarah J. Maas signature stamp available for all ticket holders to stamp their SJM books!
What is the cart policy? NO CARTS OR WHEELED BAGS OF ANY KIND WILL BE PERMITTED AT APOLLYCON 2020. We will be offering attendees a bag check option should they want to bring larger suitcases/wagons/carts to transport books on Saturday. If you have a disability/special needs that would require you to have a cart onsite, please email us at email@example.com prior to the event.We will also have a bag check option available at the hotel, where attendees can drop off larger wheeled bags if needed.
I have a disability/need additional assistance to enter the event space(s). What should I do? If you are an attendee with mobility issues/special needs (wheelchairs, scooters, canes, service dogs, etc.), email us at firstname.lastname@example.org (put “2020 Attendee Special Needs” in the subject line) to let us know so we are best able to accommodate you. If you need special assistance that will require additional service modifications (a companion ticket, ASL interpreter, etc) please inform us no later than November 1st, 2019 so that the ApollyCon event team has ample time to accommodate your requests/needs. It is our intent to try our best to accommodate all attendees who have special needs, however, we can not guarantee that special requests that come in after November 1st, 2018 will be accommodated. If you have any questions or concerns leading up to the event, please contact us via email (email@example.com).
Will there be Blogger Passes available? No. We do not have any special passes for bloggers.
I’m a member of the press/write for print/digital media, am I able to attend to cover the event? If you are a member of the press interested in attending an ApollyCon event, please send an email to firstname.lastname@example.org (put “ApollyCon Press Pass” in the subject line) along with your name, credentials/stats, and let us know how you plan to cover the event on your site/publication/etc in order to be considered for a press pass for ApollyCon.
I’m an author, and I’d love to join the Apollycon lineup. How can I sign up? As of now, the Apollycon 2020 author slots are full. The interest form for 2020 is here: https://forms.gle/Fsfe3Wjt8tEazxSy8. Should more spots open up, we will pull authors from that interest form.
Will there be a virtual signing for ApollyCon 2020? Yes! Info about the virtual signing will be listed in late spring/early summer 2019.
What is the ApollyCon Virtual Signing? Check out the info and FAQs about the virtual signing here: https://apollyconevent.com/virtual-signing/faqs-virtual-signing-edition/. Please note: the info listed as of 4/11/19 pertains to our 2019 virtual signing. This info may be updated by fall 2019, so please make sure to check back before the VS store opens!
What are your event policies? Go here to see our Harassment and Accessibility policies
I have a question that isn’t listed on here. How can I contact the Event Coordinators? Feel free to contact us via email@example.com. PLEASE DO NOT CONTACT THE EVENT TEAM VIA DMs ON SOCIAL MEDIA. The best way to get in touch with us is via email at firstname.lastname@example.org!
**We will keep updating this FAQ’s page, so feel free to keep checking back!**
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