Showing My Portfolio in NYC

In May 1998 I spent four days in New York City showing my portfolio to childrens' publishers. I started by sending written requests for appointments in January to twenty publishers who already had my samples on file. I wrote again in March and enclosed a sample of my work. Not all were prompt in responding, so in late April I started making calls. I was able to meet with nine publishers and drop my portfolio off at seven more.

I had several objectives in making the trip: to show them my newest samples, to meet them in person and hopefully come across as someone they'd like to work with, and to strengthen the possibility of them calling me with assignments. In addition to new samples, I brought a couple they'd already seen hoping they'd recognize them and make the connection that I'd been sending them my work for some time already.

Following are some points I found helpful:

Requesting Appointments
Start early and avoid the dates of national conferences by checking the trade journals. Have their catalog and be familiar with their line. See only those publishers who have expressed an interest in your work. It would be wasteful of their time (not to mention very disappointing to you) to invest the time, energy and money only to be told, "Your work isn't appropriate for our line".

With your written request for an appointment, enclose a sample illustration and a self-addressed stamped postcard for their response. Suggest a date and time. Don't schedule appointments any closer than 1 1/2 hours apart. I tried grouping appointments by location, but found it rarely works. Call to confirm appointments one to two weeks beforehand. Try calling early in the morning to get through to a person instead of voice mail. Also confirm that you have their correct address (including the floor), the cross streets and correct side of the street.

In Advance
Get a subway map and study it thoroughly. Walk or run and climb stairs to get in good physical shape. During my trip I walked about 5 miles a day, plus stairs, and it was exhausting. Get a good detailed map showing street numbers. Photocopy the section you need and mark the exact location of your appointments in a contrasting color. Type up your schedule with the contact name, title, address, directions and phone numbers. SCBWI has a NY Buddy program that is very helpful. They will send you a list of affordable hotels and restaurants plus the buddy you're assigned can give you advice and moral support.

Transportation in the City
The most difficult part is getting around the city. Traffic is awful and the sidewalks are congested. Buses and taxis are slow. The subway proved to be the fastest way to get around. It seemed safe during the day and fairly clean, but it takes time to figure out. Buy a metro card which can be used for the subway and buses - rides are $1.50 each. Consider bringing your spouse or a good friend. My husband helped me get from appointment to appointment and was very supportive. If you have a question, New Yorkers are very helpful.

What to Bring
Travel light. I use a small portfolio that holds twelve standard size color photocopies and my resume with a list of my published work. I labeled the photocopies with when and where they were published. I also carried a separate case with extra photocopies, printed books and tearsheets, a credit card, phone card, some cash, my schedule, city map and subway map. Bring a dummy book if you don't have printed books. A compass is very helpful to show you which direction to head when you step out of the subway stairwell. Don't forget an umbrella if rain is forecasted.

What to Wear
Absolutely, positively wear comfortable shoes with cushioned soles. After the first day I quickly resorted to black tennis shoes. Dress casually in layers. Wear clothes that don't show dirt that you might pick up from public transportation.

The Appointments
Allow 45 minutes of travel time between appointments. Find your appointment location at least 15 minutes early and sit in a cafe, drink something and relax. Don't expect to get in immediately. I waited up to 30 minutes and in two instances was stood up. Receptionists can tell you how to pronounce names properly. I thought I would be nervous, but wasn't. At that point, I'd done all I could to prepare and now it was time to enjoy meeting new people. Give the art director or editor your portfolio and let them page through it at their own pace. Offer them samples to keep that you've pre-labeled with your name, address and phone number. Ask if they know of anyone else who might be interested in your work.

Appointments generally last 15 minutes. I had a couple that were 30-45 minutes and consider those to have been the most promising. Many remembered my logo and illustrations I'd sent them. Take notes immediately afterwards to help you remember the person, what was said, questions asked and ideas about how you could follow up. Write them a thank you note as soon as you can.

Drop-off Portfolios
Some publishers only see portfolios on a drop-off basis. You usually drop them off at the front desk, mail room or messenger center before noon and pick them up after 2:00. I prepared 3 drop-off portfolios using cheap, plastic folders. In the front plastic window I placed a sheet with my name, address, phone number and a very brief note thanking them for reviewing my work and instructing them that the samples in the back pocket were for them to keep. I also included blank lines where I wrote in the name of the art director, when I would pick up the portfolio and left space for them to write comments. Bring an extra drop-off portfolio in case of loss or damage. In one case the art director was out sick. In other cases my portfolio was seen by an assistant rather than the person I had addressed it to. They will usually enclose a letter giving you feedback.

What was the end result of my visit? I'm waiting to find out. I've talked to illustrators who received contracts while in NY. I felt it was promising that two publishers talked with me about upcoming projects. It was a good experience to meet them in person. I hope that by making the trip it shows my determination and commitment. If I go again I will definitely allow more time between appointments, send my drop-off portfolios through the mail from home and spend my time in NY just for in-person appointments, and wear the most comfortable shoes possible.

Footnote: As of 2005 I haven't received any assignments from the publishers I made contact with either in person or by dropping off a portfolio. I've kept in touch with my mailings. One publisher who seemed interested went bankrupt and was purchased by another publisher. An editor at another publishing house who seemed very interested in my work left publishing to become a teacher.