Download STEP 1: Proposer Contact Information

California Adaptation Forum
September 7 - 8, 2016
Long Beach, CA
Call for Session Proposals (CFSP)
Submittal Instructions
Submission Deadline: April 3, 2016
All proposals must be submitted using the online CFSP Submittal Form. Proposers will be asked
to create a login that will allow for saving content prior to submitting. If you would like to
submit more than one session proposal, you will need to complete a separate submittal form
for each proposal. Proposals will not be accepted via fax or email.
Please note that links to the instructions for each step of the process are available throughout
the online submittal form. You are also encouraged to review the Tips and Examples for Great
Proposals in advance of filling out the submittal form. This resource document includes helpful
example responses to many of the questions.
Questions about the submittal form or instructions should be directed to Jenny Woods at
[email protected] or 916-448-1198 x 324. All submissions will receive an email acknowledging
receipt.
STEP 1:
Proposer Contact Information
STEP 2:
Connection to Forum Tracks, Sectors and Session Formats
STEP 3:
Session Details
STEP 4:
Moderator and Speaker Contact Information
Forum Organizer Priorities For Session Proposals
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In developing the Call for Session Proposals for the California Adaptation Forum, the Forum
Organizers and Advisory Committees developed a number of priorities for the types of sessions
they would like to see at the 2016 Forum. We encourage you to think through how you will
address or incorporate some or all of these priorities into your session proposal. Please note
that you are not required to address each of these priorities.
1. Forum Organizers believe that equity and climate justice issues are important to
integrate throughout the entire program. While we have a specific track dedicated to
equity, climate justice and community leadership, we will also prioritize sessions within
all the other tracks that meaningfully address equity and climate justice. We will also
prioritize sessions that incorporate community speakers from our most vulnerable and
at-risk communities1.
2. Climate science continues to improve and add to our knowledge of impacts and
responses. As science evolves, we must accelerate the pace at which we translate
science into action. Given the important role of science in the evolving policy landscape
Forum organizers encourage proposers to submit sessions that highlight science-based
practices and the link between emerging climate science and policy development and
implementation actions. A number of sessions that address how science is being used
to inform topics that fall within all of these cross-cutting tracks will be selected for
inclusion in the forum program .
3. Forum organizers will prioritize sessions that encourage honest and open dialogue
among participants by sharing challenges, problems and failures, along with successes
and solutions.
4. Forum organizers will prioritize sessions that are cross-sector in nature, include a
diversity of speakers (especially among “new” or “non-traditional” partners) and appeal
to a multi-disciplinary audience.
5. Forum organizers will prioritize implementation focused sessions that galvanize
commitment and catalyze action among participants.
6. Forum organizers will prioritize sessions with interactive formats that actively engage
participants versus traditional formats.
7. Forum organizers would like to include more advanced sessions with cutting edge,
complex and new content for participants who have a sophisticated comprehension of
adaptation.
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Please note, we have decided to primarily use the term most vulnerable and at-risk communities in this call for session proposal process. We
understand that there are a number of different words and phrases that stakeholders may prefer to use to refer to communities that face the
brunt of climate change impacts as well as face major vulnerabilities to climate impacts, including terms such as marginalized, disadvantaged,
environmental justice, climate justice, and frontline. We look forward to robust conversations at the Forum to debate, discuss and consider
which words and phrases best meet this field’s needs.
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STEP 1:
Proposer Contact Information
Provide the name, title, affiliation and contact information for the individual that is submitting
the session proposal. The session proposer assumes responsibility for meeting all deadlines
established by the Forum Organizers if your proposed session is accepted. This includes
confirming the participation of speakers, providing the Forum Organizers with speaker and
moderator contact information, and meeting with your panelists to discuss the session and how
they will proceed with the presentation.
Please note that Forum Organizers reserve the right to combine session proposals, suggest
changes to proposed sessions, and encourage adding more diverse or equity-focused speakers
as a condition of inclusion in the final program. If your submission is impacted by these changes,
you will be asked to work with the other session organizers, as needed, to coordinate your
submission to fit within the program.
STEP 2:
Connection to Cross-Cutting Tracks, Sectors and Session Formats
A. Cross-Cutting Tracks
Sessions at the California Adaptation Forum will be organized according to cross-cutting
thematic tracks. We understand that there will be overlap between these six tracks, and that
your proposal may fit under more than one track. We ask, however, that you choose the track
that is most appropriate and applicable for your proposal. We strongly encourage proposals
that address any of the cross-cutting tracks listed below, as all are extremely important to the
success of the Forum. Please note that a number of sessions that address how science is being
used to inform topics that fall within all of these cross-cutting tracks will be selected for
inclusion in the forum program .
Planning & Governance (e.g. frameworks and methodologies; processes and
organizational mechanisms; multi-jurisdictional and –geographic efforts; risk analysis and
cost-benefit decision making tools; conflicts in policies at different levels of government;
case studies for compliance with state and federal legislation; the role of science and
research in planning and governance efforts): To effectively move forward with adaptation,
it is critical to engage in governance and planning activities, such as developing
organizational mechanisms or multi-jurisdictional or -geographical efforts, risk analysis and
vulnerability analysis, as well as long-term goal setting activities. For this track, we invite
proposals that explore the form, timing, effectiveness and the role of community
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engagement and partnership for these governance and planning activities.
Implementation (e.g. frameworks and methodologies; technologies and innovation;
nature-based solutions; community-driven solutions; incorporation into existing activities;
jointly pursued mitigation and adaptation efforts; case studies for compliance with state
and federal legislation; science-based/science-driven implementation efforts): Turning our
adaptation plans into reality so they can support beneficial outcomes will require significant
effort. To inspire and support climate adaptation work across California, it is important to
share examples of how implementation resources were secured and implementation
success stories and approaches that didn’t work as intended at a variety of scales. For this
track, we invite proposals that showcase replicable strategies, case studies and models as
well as the challenges and lessons learned for how to implement climate adaptation at a
variety of scales, especially in our most vulnerable and at-risk communities.
Monitoring & Evaluation (e.g. assessing the efficacy of adaptation planning and
implementation efforts; overcoming monitoring and evaluation challenges, indicators of
climate change; science-based tools, practices, indicators, frameworks, models,
methodologies, processes and data and system changes; approaches to metric
development, the role of community members in research, monitoring and evaluation
efforts): We must be able to monitor and evaluate the effectiveness of our responses to
addressing climate change. To do this effectively, we need common frameworks for defining
and measuring both risk reduction and progress in both urban and rural settings. For this
track, we invite proposals that showcase tools, practices and indicators to help us establish
shared frameworks.
Equity, Climate Justice & Community Leadership (e.g. community leadership and
community-driven approaches & methodologies; capacity building, adaptive capacity and
lack of resources; strategies that drive resources to vulnerable and at-risk urban and rural
communities; the impacts of climate policies on vulnerable and at-risk communities;
reducing major vulnerability factors to climate impacts; the role of research and science):
Actions to increase resiliency and reduce risk must prioritize the health, safety and wellbeing of all Californians, especially our frontline communities who face the brunt of climate
change impacts. For this track, we invite proposals that highlight effective responses to
climate change for our most vulnerable and at-risk communities, including efforts to
reducing major vulnerability factors to climate impacts - such as income, language barriers,
racism, health, age, living conditions and occupation; community involvement in developing
solutions; allocation of resources to support impacted communities; government, funder
and advocate responses to these influences and the challenges and barriers to
implementing equity and sustainable climate action on the ground, with an emphasis on
highlighting voices from our most vulnerable and at-risk communities.
Communications & Engagement (e.g. locally defined messaging and outreach strategies
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and methodologies; advocacy; behavior change; social science practices; peer to peer
efforts; outreach and engagement with non-traditional partners; the role of arts and
culture; culturally relevant strategies to engage multi-lingual communities): Building
resilience to potential climate change impacts requires effective communication and
engagement within and across diverse audiences at various scales. For this track, we invite
proposals that highlight lessons learned and best practices that can help us foster a dialogue
that supports communication and collaboration for all Californians.
Funding, Financing & the Economics of Adaptation (e.g. public & private funding sources,
structures and opportunities; integrated financing models; economic impacts; valuation of
climate risk & the role of insurance; capital absorption in local communities; the
community’s role in defining, designing and decision making around resource allocation in
their community): Fiscal factors will loom large in all adaptation discussions moving
forward, and we must seek to maximize returns on adaptation investments by prioritizing
investments that produce multiple benefits and promote sustainable stewardship of
California’s resources. For this track, we invite proposals that examine the financial side of
adaptation and how these resources benefit all Californians, including questions of equity
with a particular emphasis on disproportionate burdens and costs.
B. Sector Focus Areas
In addition to organizing the sessions by cross-cutting tracks, we plan to indicate which sectors
or disciplines each session comes from or addresses in the Forum program. Please note that
these sectors directly correlate to the sector chapters in the Safeguarding California:
Implementation Action Plans. You will be asked to pick up to three sectors that reflect the
disciplines or issues your session focuses on. Forum organizers will prioritize sessions that are
multi-disciplinary in nature. Therefore you may also identify the session as a cross-cutting
session. If you choose this option please DO NOT choose any of the sector categories.
Agriculture: California is the leading agricultural state in the nation. While California farmers
and ranchers have always been affected by the natural variability of weather, the rate and
scale of climate change is increasing and creating unprecedented challenges for the
agricultural community and its workers.
Biodiversity and Habitat: Healthy ecosystems and ecological processes provide a variety of
benefits (e.g., clean air and water, carbon storage, crop pollination, recreational
opportunities, cultural heritage). Climate change is adding growing pressure on ecosystem
conditions and processes already stressed by human impacts.
Emergency Management: Emergency management helps communities prepare for,
mitigate against, respond to and recover from disasters. Failing to incorporate climate and
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equity considerations into emergency management will increase risks to public safety,
property damage and emergency response costs to government and taxpayers.
Energy: California’s economy and quality of life depend on safe, affordable and reliable
energy services. While the energy sector is a primary contributor to climate change, its
supply and demand infrastructure is vulnerable to climate impacts. Ignoring the potential
impacts to the energy sector could lead to energy system instability.
Forestry: Forests provide a wide variety of environmental and economic benefits. California
forests are in need of management and protective actions to prepare them to withstand
mounting climate threats such as drought and temperature increases, devastating pest
infestations and increased risk of catastrophic wildfires, including increased air pollution
impacts.
Ocean & Coastal Ecosystems and Resources: Many of California’s 38 million residents
currently live near the Pacific Ocean, and therefore may be impacted directly or indirectly
by rising sea levels brought on by climate change. While less visible, the damaging impacts
of runoff, pollution, shoreline toxic sites and carbon absorption on the ocean is a real and
timely threat to ocean health.
Public Health: Public health is closely linked to a healthy and stable natural environment. At
the same time, our built environment and its interactions with the natural world may have
both positive and negative impacts on the quality and equity of our public health. Climate
change poses a variety of public health risks through direct and indirect impacts. These
effects include risks related to heat, air and water quality, toxics, extreme weather events,
flooding, infectious diseases, food safety and food security, and other stressors triggering
economic impacts that fall disproportionately on low-income and vulnerable populations.
Transportation: California’s economy and residents rely on a robust, multimodal
transportation network, yet the transportation sector is the largest contributor to
California’s greenhouse gas emissions and is itself vulnerable to a variety of climate impacts.
Sea level rise, extreme heat and flooding can threaten ports, roads and highways, bridges,
and public transit. Even our approaches to cleaner, greener transport delivery systems may
be vulnerable if we don’t marry fuel efficiency and good access to public transit with
adaptation.
Water: California’s water resources support a population of 38 million (and growing),
trillions of dollars of vital economic activity, and untold plants and animals living in a wide
spectrum of diverse habitats. Climate change and California’s recent drought adds new
vulnerabilities and exacerbates historical challenges to California water management.
Land Use and Community Development: Although our communities are beginning to
understand climate change issues, the diversity of people and places in our State poses
great challenges. Climate change science is also informing land use policy decisions and
supporting local decision making like never before. While other sectors examine the
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impacts climate change will have on a specific issue area, the Land Use and Community
Development sector considers the interrelationships between other sectors and
communities, the ways that climate change will affect places as a whole, and housing and
habitability issues related to the impacts of climate change – especially among our most
vulnerable and at-risk communities.
OR
Cross-Cutting Session: Although there are many single-sector climate response efforts,
climate risks often present cross-sectoral challenges. Therefore cross-sectoral collaboration,
engagement and response efforts will be increasingly important in the era of climate
change.
C. Session Format
You will be asked to identify whether your session is being submitted as a Lightning Discussion,
Traditional Panel Presentation or an Interactive Implementation Workshop.
Lightning Discussion (30 - 40 minutes): These are short, 30 - 40-minute sessions that are meant
to encourage action-oriented, meaningful and in-depth dialogue among participants. We
imagine that these sessions will begin with a very short, focused and impactful presentation
lasting only a few minutes (5 minutes maximum) followed by a group discussion or interactive
activity. Sessions should focus on responding to a prompt of a BIG question. We encourage
participants to utilize the following prompts, although other prompts that are similar in nature
are also welcome. You should clearly state the prompt you plan to utilize in the abstract you
submit. 1) Share your BIG IDEA for adaptation and solicit input and feedback on its potential
effectiveness or how to best implement the idea 2) Share a key challenge or problem you are
facing (or the field of adaptation is facing) and solicit input and feedback on potential solutions
and next steps 3) Share an emerging trend you see that will impact adaptation response efforts
in the next 5-10 years that practitioners are not actively addressing or incorporating into their
work.
We believe this format will allow for a large number of powerful field building conversations to
happen at the Forum, but the success depends on the quality and efficiency with which you
share your big idea. So, lightning sessions are only allowed 1 speaker and no moderator; will
use a standard presentation template with a maximum of 5 slides; and time limits will be
monitored to ensure speakers do not exceed 5 minutes. Carefully consider the benefits and
limits of this format when developing a submission.
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Traditional Panel Presentation (75 minutes): These are traditional, 75-minute sessions, with
presentations and/or discussions of a new or common adaptation topic. The session can be
presented in the form of a facilitated discussion, a role-play exercise, a debate between
experts, a moderated panel, or might take another more interactive format. We are very
interested in putting together compelling and engaging breakout sessions so we encourage
creative session formats.
Unless your format specifically relies on larger numbers (explain in your details if yours does
and why), we suggest no more than three speakers and a moderator. No less than 25 - 30
minutes of each session should be devoted to Q&A, if using a moderated panel format — NO
EXCEPTIONS.
Interactive Implementation Workshop (120 minutes): These are two-hour sessions that are
meant to be more in-depth and interactive than a traditional panel presentation. Workshop
leaders will present in-depth information about a specific tool, technology, strategy or
resource. Examples include the use of a tool or strategy, its application to address a particular
adaptation issue, and examples of how it has been successfully used in one or more
communities. The interactive workshops are encouraged to use a combination of case study
examples and tabletop or other group exercises to encourage discussions and problem solving
among participants. There must be an interactive or engaging component to the workshop.
Unless your format specifically relies on larger numbers (explain in your details if yours does
and why), we suggest no more than two to three discussion leaders and a moderator.
STEP 3:
A.
Session Details
Session Title
Provide the official name of the proposed session in 10 words or less. Select a title that is
creative and evocative of your topic and that will appeal to a multi-disciplinary audience. Please
do not use technical terms and acronyms. The title will be used in the program, posted online,
and used in the final printed program.
B.
Abstract
You will be asked to provide a description of your session in 250 words or less. Describe the
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session purpose, goals, and provide a brief overview of each speaker’s content. Focus on what
makes your session compelling. As appropriate, describe significant tools, resources,
experiences and objectives that will be discussed. As this Forum is intended to galvanize
commitment and catalyze action among participants, please also describe any potential next
steps or outcomes that your session may lead participants towards (key research needs, gaps in
tools, key actions that need to be taken at various levels, key training needs). If you plan to
submit a Lightning Discussion Proposal, please remember to describe the prompt you will be
responding to or utilizing. Overall, please be as specific, detailed, and as well thought out as
possible. You will be asked about the structure and interactive components of your session in
Question D below as well as how you plan to integrate equity and climate justice topics and
speakers into your session in Question E.
Please be aware that if your session is accepted as part of the 2016 program, you will be asked
to develop a very catchy and enticing 150-word-maximum description for the web site and final
forum program. You might consider developing this version now to have on-hand.
C.
Learning Objectives
Describe three tangible learning objectives or “take-aways” for participants that attend your
session. Each objective should be described in 20 words or less. This is directly related to our
efforts to secure continuing education credits for sessions and the information will likely be
included in the forum program. Examples could include: Participants will learn… Participants
will be able to discuss… Participants will be able to argue… Participants will be able to identify…
Participants will be able to name…
D. Structure and Interactive Component of Your Session
The most popular forum sessions are those that include formats, strategies and activities that
engage participants. Therefore, regardless of the session format you chose, strong preference
will be given to sessions with innovative, interactive formats that actively engage participants.
You will be asked to describe how your session will be interactive or engage session participants
and to provide details about any special needs that this may require (i.e. room set-up,
equipment, etc.).
E. Equity and Climate Justice Integration
Forum Organizers believe that equity, climate justice and solutions that benefit our most
vulnerable and at-risk communities are important to integrate into the entire forum program.
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While we have a specific track dedicated to equity, climate justice and community leadership,
we strongly encourage the inclusion of speakers in other tracks who can address these issues
directly from lived experience, professional focus or ensure that the speakers and moderator
meaningfully incorporates equity and climate justice into the session. We have a preference for
sessions that include speakers from the most vulnerable and at-risk communities wherever
possible.
With the foregoing in mind you will be asked to indicate:
 Whether one or more of your speakers represents a frontline community or a
“vulnerable” perspective.
 Whether one or more of your speakers represents diversity in any or all of the following
ways: (1) ethnicity, (2) gender (3) cultural perspective.
 How you will incorporate equity, climate justice perspectives and community benefits
(e.g. narrative, case studies, discussion questions, etc.) into your session.
F. Content Level
Sessions are needed at each level of complexity – beginner, intermediate, and advanced. That
being said, we would like to include more advanced or 401 level sessions with cutting edge,
complex and new content for participants who have extensive experience in the field and a
sophisticated comprehension of adaptation in the forum program this year. These levels will be
advertised in the forum materials, so please choose carefully and accurately. You will be asked
to check the box next to the content level you believe best describes your session.
Beginner =
Sessions are designed for the participant who is new to climate change
adaptation or only has a basic understanding of adaptation; these sessions are
geared to a 101 level of comprehension and feature high-level information.
Presentations will often feature high-level information about the basic
principles of adaptation.
Intermediate = Sessions are designed for the participant who is familiar with and has general
knowledge about climate change adaptation, but is hoping to gain a deeper
understanding. These sessions are 201/301 level. Intermediate sessions should
not spend a lot of time reviewing basic information about adaptation and
content presented should be new and unique to approximately half of the
audience. These sessions should have a strong implementation focus and
emphasize the “How Tos” of adaptation.
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Advanced =
STEP 4:
Sessions are designed for the participant who is well versed in the areas of
climate change adaptation and is currently working to further adaptation
implementation. Attendees should have extensive experience in the field and a
sophisticated comprehension of climate change adaptation. These are 401 and
above level sessions, content is cutting-edge, complex and ideally new to the
entire audience. These sessions should have a strong implementation focus
with a strong emphasis on the “How Tos” of adaptation.
Moderator and Speaker Contact Information
Proposers are responsible for identifying anticipated speakers and a moderator for their session
(as needed). You will be asked to provide the names, titles and affiliations of the moderator and
speakers on the Submittal Form.
Please consult with speakers and the moderator prior to submitting the session proposal.
Proposing a complete session will enable the Forum Organizers to make the most informed
choices regarding which sessions to accept. As the proposer, it is also your responsibility to
ensure that these individuals are part of the final panel, or a reasonable replacement is secured
based on your session description. Forum Organizers will not be responsible for finding
speakers or a moderator to replace ones that have not committed to attending. If several
speakers or moderators are not confirmed by a designated date, the session will be dropped
from the program.
Session Speakers: Forum Organizers are looking for strong speakers who can provide high
quality content on adaptation issues through an equity lens to our audience, and help convey
both the issues and the urgency of the topics. We are also looking for proposals that include a
diversity and breadth of perspectives, especially speakers from our most vulnerable and at-risk
communities who can directly address their experiences and the reality of climate change in
their lives. Please do not submit session proposals that include all or most of the speakers
coming from only one organization, agency or company.
Depending on the session format selected, Forum organizers do not expect that each session
will have a moderator and three speakers. In fact, we strongly discourage traditional panel
sessions, and will be very receptive to alternative approaches that more directly and
authentically engage audiences in productive dialogue. Please view the session format
instructions (Step 2C) for more information about this topic.
Session Moderators: Moderators play a critical role in creating successful sessions. It is
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important that a moderator is chosen based on their demonstrated ability to be effective in this
role, their clear understanding of the expectations of them, and their understanding of the
issues to be covered in the session. In most cases, session moderators need to be able to
complete the following types of activities:

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




Briefly introduce the session and the topic, and explain the session format to
participants
Briefly introduce each speaker (brief biographies will be provided)
Keep each speaker to their allotted presentation time
Cut speakers off if they run long, so as not to intrude on the next speaker’s
presentation time, or the time designated for Q & A, group discussion and/or group
activities
Be prepared to ask speakers pointed questions about their presentations, time
permitting, at the end of the session
Facilitate fielding questions for speakers from participants, if necessary
Guide participants through interactive activities
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