2023 Call for Session Proposals

Session Proposal Deadline: Friday, March 10th at 5:00 PM PST

Thank you for your interest in the 2023 California Adaptation Forum (CAF)! We aim to shape a dynamic program that provides tangible opportunities for California’s diverse and growing community of climate adaptation leaders to connect, learn, strategize, and build mutual support. To achieve this goal, we recognize that it will take a collective effort, and we thank you for your consideration in submitting a session proposal to help shape the CAF 2023 program.

This year’s Call for Session Proposals (CFSP) has been intentionally structured to avoid overburdening proposers who are likely facing capacity constraints while gathering sufficient information for reviewers. Those interested in submitting a proposal are encouraged to thoroughly review the CFSP Guidelines, which include pertinent information about CAF and guidance for shaping successful proposals.

Note: This form is not savable. Please be sure to prepare your proposal based on the Guidance Document and fill in the form in one sitting.

View CFSP Guidelines
Download Template (Word Doc)
Download Template (Google Doc)

Call for Session Proposals Form

2023 Call for Session Proposals





1. Session Organizer

For selected proposals, session organizers assume responsibility for meeting all deadlines established by forum organizers and serving as the liaison between forum organizers and session speakers. This includes confirming final speakers, coordinating all aspects of session logistics and flow, submitting final session details, and communicating any session changes or requests to forum organizers in a timely manner. The session organizer is not required to have a speaking role in their session.







2. Session Summary

The information provided in this section should help reviewers quickly understand what your session is about, and will ultimately be featured in the CAF program.


The title should reveal the session’s topic of focus, use accessible language (i.e., avoid technical jargon), and appeal to a multi-disciplinary audience. With 8-10 breakout sessions taking place concurrently, a creative and compelling title can attract greater session participation.

0 of 1000 max characters
The description should reveal the session’s key topics and objectives in an accessible and concise manner, balancing high-level themes with specific content to be covered. Descriptions should also include expected takeaways for participants and any potential outcomes that could help to catalyze action beyond the session itself. Session descriptions should be provided in paragraph form (i.e., no bullet points) to align with the final program format.

0 of 1000 max characters
Please view the CFSP Guidelines document for details on the adopted equity definition and expectations.

3. Session Track & Focus Areas

The information provided in this section will help reviewers ensure broad coverage of key topics and ultimately help participants navigate the CAF program. All session proposals should appeal to a multi-disciplinary audience and proposals featuring relevant content for Tribes, youth, and rural communities will be prioritized for selection.

Please note that the final set of program tracks and focus areas may be modified based on the final set of sessions selected.

A. Program Track
CAF program tracks are intentionally designed to feature cross-cutting themes and, as such, a single session may fit under multiple tracks. However, session organizers will be required to select a single program track for their proposal. All program tracks should also be considered through the lens of equitable climate adaptation.
B. Sector(s) of Focus
Session organizers will be required to select 1-3 of the following sectors and disciplines that best describes the focus of the session. We recognize that this list is not exhaustive and that some sessions may focus on more than 3 sectors or focus on a more holistic topic. Session organizers are asked to do their best to consider the options provided and select up to three that are most relevant or aligned with their session.
C. Climate Impact(s) Addressed
Select up to three climate impacts that the session will focus on.
Session organizers will be required to select 1-3 of the following climate impacts that best describes the focus of the session. We recognize that this list is not exhaustive and that some sessions may focus on more than 3 climate impacts. Session organizers are asked to do their best to consider the options provided and select up to three that are most relevant or aligned with their session.

4. Session Format

Session proposals featuring creative and interactive formats will be prioritized for selection. Please note that the draft schedule currently includes blocks for 75-minute and 90-minute sessions, and that forum organizers will determine block assignments for selected sessions based on proposal details and after further discussion with session organizers.
A. Session Format
Select one of the pre-defined option that best describes the session’s format.
Session organizers will be required to select one of the pre-defined session format options that best describes how the session will be structured. An “other” option can also be selected then further described in the Session Details section. The following formats are generally listed from most to least interactive and priority will be given to more interactive formats.

0 of 500 max characters
Session organizers will be required to provide further details on their session format with particular attention to interactive components that can tap into the wealth of knowledge, expertise, ideas, and creativity of the participants in the room. We recommend providing a high-level agenda to help reviewers understand the session flow, particularly if there will be any major deviations to the pre-defined session format selected.
In light of the character limit, descriptions may include abbreviations, bullet points, and phrases instead of fully formed sentences.

5. Proposed Moderator

All session proposals must indicate a single proposed moderator. The proposed moderator should be contacted and tentatively confirmed prior to submitting a session proposal.

Moderators play a critical role, serving as the session’s conductor, emcee, and guide. It is important that the moderator is chosen based on their demonstrated ability to be effective in this role, their clear understanding of moderator expectations, and their understanding of the topics to be covered in the session. In most cases, session moderators need to be able to:

  • Concisely introduce the session topic, agenda, and format.
  • Briefly introduce each speaker (biographies will be collected by forum organizers).
  • Keep each speaker to their allotted presentation time.
  • Ask speakers pointed questions and facilitate fielding questions from participants.
  • Elevate key session takeaways as they emerge and to close out the session.

A. Moderator Contact Information






B. Moderator Demographics
Describe the race/ethnicity of the proposed moderator
Session organizers will be required to indicate the race/ethnicity that best describes the proposed moderator based on pre-set options below (select all that apply).

6. Proposed Speakers

Session organizers will be responsible for identifying speakers for their session, which may include presenter(s), facilitator(s), or other types of roles based on the session format. Proposed speakers should be contacted and tentatively confirmed prior to submitting a session proposal.

When determining proposed speakers, consideration should be given to those who are best positioned to effectively deliver the intended content and to uplift marginalized voices. Priority will be given to sessions that support the achievement of CAF 2023 Equity and Inclusivity Goals and demonstrate speaker diversity in terms of race/ethnicity, sector/discipline, geography, and organization type and particularly those that include representatives of marginalized communities who can speak directly to their lived experiences.

For selected proposals, session organizers are responsible for inviting and confirming their proposed speakers. If any of the proposed speakers are unable to participate, session organizers are responsible for obtaining approval for proposed replacements from forum organizers and securing the final set of speakers for their session.

Note: This form only allows for three speakers to be included. If you proposal includes additional speakers, please send that information to Tiela Combs (tcombs@civicwell.org) for inclusion.

A. Speaker Contact Info






B. Speaker Demographics
Describe the race/ethnicity of the proposed speaker
Session organizers will be required to indicate the race/ethnicity that best describes each proposed speaker based on the pre-set options below (select all that apply).

0 of 300 max characters
Session organizers will be required to provide a brief description of the role that each proposed speaker is intended fill for the session. At a minimum, the description should include the proposed speaker’s overall role (e.g., presenter, facilitator, visual notetaker, etc.) and for any presenters, a high-level overview of the content they will be delivering. Additional information on the speaker’s area of expertise may also be included to demonstrate fit.
In light of the character limit, descriptions may include abbreviations, bullet points, and phrases instead of fully formed sentences.
Add another speaker

A. Speaker Contact Info






B. Speaker Demographics
Describe the race/ethnicity of the proposed speaker
Session organizers will be required to indicate the race/ethnicity that best describes each proposed speaker based on the pre-set options below (select all that apply).

0 of 300 max characters
Session organizers will be required to provide a brief description of the role that each proposed speaker is intended fill for the session. At a minimum, the description should include the proposed speaker’s overall role (e.g., presenter, facilitator, visual notetaker, etc.) and for any presenters, a high-level overview of the content they will be delivering. Additional information on the speaker’s area of expertise may also be included to demonstrate fit.
In light of the character limit, descriptions may include abbreviations, bullet points, and phrases instead of fully formed sentences.
Add another speaker

A. Speaker Contact Info






B. Speaker Demographics

Describe the race/ethnicity of the proposed speaker
Session organizers will be required to indicate the race/ethnicity that best describes each proposed speaker based on the pre-set options below (select all that apply).

0 of 300 max characters
Session organizers will be required to provide a brief description of the role that each proposed speaker is intended fill for the session. At a minimum, the description should include the proposed speaker’s overall role (e.g., presenter, facilitator, visual notetaker, etc.) and for any presenters, a high-level overview of the content they will be delivering. Additional information on the speaker’s area of expertise may also be included to demonstrate fit.
In light of the character limit, descriptions may include abbreviations, bullet points, and phrases instead of fully formed sentences.