Educator Summit Session Proposal

Call for Proposals: Family Summit

James Madison University - Harrisonburg, VA
📢 Calling All Presenters!

This year, we are opening up a call for proposals for individuals and state-wide nonprofit organizations who want to help bring an amazing experience to the Parents and Caregivers attending the 2025 I'm Determined Youth & Family Summit.

Event Overview
The I’m Determined Youth and Family Summit is an annual event sponsored by the Virginia Department of Education and the Partnership for People with Disabilities. This three-day Summit brings together youth with disabilities and their families from across Virginia to network, learn, and discuss important issues related to self-determination.

The theme for the 2025 Summit is “Relatedness” and we are looking for presenters who can speak to the importance of this theme.
Proposal Options

Applicants can choose to participate in the following options:

Option A: Present a 1.5-hour presentation on Wednesday, June 11th
Option B: Attend a Sip ‘n’ Chat vendor session on Thursday, June 12th
Option C: Both A and B (Presentation on Wednesday, followed by a Sip ‘n Chat table on Thursday)

Detailed Option Information

Option A – Presenter session only
The Family Summit seeks dynamic and engaging presenters to lead sessions specifically directed to families and caregivers of youth with disabilities.

Amazing sessions will:
-Have opportunities for hands-on activities with family members
-Include personal stories from the family and self-advocate perspective
-Cover topics that inspire, inform, and educate families
-Connect to the event’s theme of “Relatedness“
-Build in opportunities for question and answer/discussion
-Offer ways for interested participants to connect beyond the event

Session Details
Session length: 1.5 hours
Session size: 20-30 family members
Space: classroom-style rooms equipped with projectors and speakers

Proposals should originate from organizations that are non-profit and have a statewide or broader reach. This ensures a diverse and inclusive range of perspectives and experiences.

Accessible resources and materials should be available for families to take away after the session.

Presenters will be expected to submit their slides and presentation materials before the event so that this information can be incorporated into the program details

Option B – Sip 'n' Chat session only
The Sip ‘n' Chat event is part of the Family Summit and provides the opportunity for parents and caregivers to engage in meaningful and intimate discussions with service providers. Unlike traditional exhibitor events, this format encourages dynamic interactions and personalized conversations.

Amazing Sip 'n' Chat tables will:
-Be ready for informal, flexible conversations that focus on the family members’ questions and needs
-Have two representatives available and eager to talk with family members
-Provide information that helps family members know what they can discuss with you (for example: signs that say, “Ask me about ______”)
-Have resources to share with families available in a variety of formats

Sip 'n' Chat details:
Session length: 1-1.5 hours
Table size: Round tables with 6-8 chairs
Space: Banquet-style room with tables and chairs. There will not likely be outlets near all tables, so plan on not setting up anything that would require power.

Accessible resources and materials should be available for families to take away after the session.

Proposals must come from non-profit organizations with a statewide or broader reach.

Organizations should have experience supporting youth and adults with disabilities.

Option C – Full session and Sip 'n' Chat table both
This combines the best of both options. You’ll get the opportunity to go deep and explain your resources and services during a full group session on Wednesday, and then provide an opportunity for individual and small group follow-up on Thursday!
Application Information

Everyone must fill out the proposal form regardless of which option you choose. Proposal Guidelines can be found on the next page. The application can be saved and revisited later, if needed.

Here’s a timeline so you know what to expect:

March 7 – Proposals Due (sorry, we will not accept late proposals)

March 31 – Acceptance emails will be sent by this date. All who submit proposals will receive an email indicating whether or not they are accepted.

Detailed event information and schedules will be sent to those accepted closer to the event date.

Contact Information
Name (you will be the Point-of-Contact for this Proposal)*

First NameLast Name
E-mail*
Please be extra careful when entering your e-mail address. This will be used to communicate regarding the Proposal.
Daytime Phone Number*
Your Title*
Short Presenter Bio*

100-150 words0/150
Name of your Organization*
Website (if you/organization has one)
Links to Social Media accounts (if available)
Names & Email of ALL additional presenters who will attend*
Please select which option you are submitting a proposal for:

Option 1: Wednesday Presenter Session OnlyOption 2: Thursday Sip 'n' Chat Session OnlyOption 3: Both! Presenter Session & Sip 'n' Chat

Proposal Guidelines - Wednesday Breakout Session Only

Please fill out all fields below with as many details you can offer. You can save and revisit this application later if needed.
Presentation Title*
Presentation Abstract*

150-200 words summarizing your presentation0/200
List 3-5 learning objectives for your session*
Explain how your session aligns with the event theme of "Relatedness" and the components of self-determination. Please be specific and provide detailed examples.*
List any technical requirements needed for your presentation.*
Examples: I need to be able to show videos that have audio; strong internet - I'll be streaming content or showing examples from a website; n/a
Please check all that apply*

All resources shared during my presentation will be accessible and I can bring enough for at least 40 peopleMy session includes hands-on opportunities for parents and caregiversMy session includes question and answer timeI am willing to offer time slots for attendees to reach out after the event with any follow-up questions that we don't get to during the session
PDF FILE UPLOAD INSTRUCTIONS

In order to give us an idea of what your presentation will be like, we are asking that you upload a PDF version of your presentation. This can be a draft and can be in any format. It doesn't need to be a presentation - an outline also is fine.

Whatever you choose, please send a PDF version, which tends to have less errors. We understand that videos/animations will not play.
Upload a PDF version of your outline/presentation *

Browse Files
Please, export any presentation to PDF format. We understand that videos/animations will not play. Do not upload large powerpoint files. Cancelof

Proposal Guidelines - Thursday Sip 'n' Chat Only

Please fill out all fields below with as many details you can offer. You can save and revisit this application later if needed.
Imagine that the parents/caregivers coming to your Sip 'n' Chat session have NEVER heard of you/your organization.
List 5 "Ask me about ___________" statements that would help unfamiliar attendees comfortably know how to engage with you.*
Examples: Ask me about events happening in your part of the state; Ask me about how to know which waivers to sign up for; Ask me about our parent chats.
Imagine that the parents/caregivers coming to your Sip 'n' Chat session ARE very familiar with you/your organization.
List 5 "Ask me about ___________" statements that would help familiar attendees know how to dig deeper with what you have to offer.*
Examples: Already receiving our services? Ask me about what comes after completion of _______ program.; Ask me about our new and upcoming opportunities for youth.
Explain how coming to your table will support parents/caregivers with the event theme of "Relatedness" and the components of self-determination. *
Tell us about the resources you plan to have available at your table.*
Please check all that apply*

All resources shared will be accessible and I can bring enough for at least 75 peopleI can have at least 2 representatives available at the table during this session.I am willing to offer time slots for attendees to reach out after the event with any follow-up questions that we don't get to during the session

Proposal Guidelines - Wednesday Session & Thursday Sip 'n' Chat

Please fill out all fields below with as many details you can offer. You can save and revisit this application later if needed.
First, give us details about your Wednesday breakout session presentation.
Presentation Title*
Presentation Abstract*

150-200 words summarizing your presentation0/200
List 3-5 learning objectives for your session*
Explain how your session aligns with the event theme of "Relatedness" and the components of self-determination. Please be specific and provide detailed examples.*
List any technical requirements needed for your presentation.*
Examples: I need to be able to show videos that have audio; strong internet - I'll be streaming content or showing examples from a website; n/a
Please check all that apply*

All resources shared during my presentation will be accessible and I can bring enough for at least 40 peopleMy session includes hands-on opportunities for parents and caregiversMy session includes question and answer timeI am willing to offer time slots for attendees to reach out after the event with any follow-up questions that we don't get to during the session
PDF FILE UPLOAD INSTRUCTIONS

In order to give us an idea of what your presentation will be like, we are asking that you upload a PDF version of your presentation. This can be a draft and can be in any format. It doesn't need to be a presentation - an outline also is fine.

Whatever you choose, please send a PDF version, which tends to have less errors. We understand that videos/animations will not play.
Upload a PDF version of your outline/presentation *

Browse Files
Please, export any presentation to PDF format. We understand that videos/animations will not play. Do not upload large powerpoint files. Cancelof
Next, give us details about your Thursday Sip 'n' Chat session.
Imagine that the parents/caregivers coming to your Sip 'n' Chat session have NEVER heard of you/your organization.
List 5 "Ask me about ___________" statements that would help unfamiliar attendees comfortably know how to engage with you.*
Examples: Ask me about events happening in your part of the state; Ask me about how to know which waivers to sign up for; Ask me about our parent chats.
Imagine that the parents/caregivers coming to your Sip 'n' Chat session ARE very familiar with you/your organization.
List 5 "Ask me about ___________" statements that would help familiar attendees know dig deeper with what you have to offer.*
Examples: Already receiving our services? Ask me about what comes after completion of _______ program.; Ask me about our new and upcoming opportunities for youth.
Explain how coming to your table will support parents/caregivers with the event theme of "Relatedness" and the components of self-determination. *
Tell us about the resources you plan to have available at your table.*
Please check all that apply*

All resources shared will be accessible and I can bring enough for at least 75 peopleI can have at least 2 representatives available at the table during this session.I am willing to offer time slots for attendees to reach out after the event with any follow-up questions that we don't get to during the session

Comments/Anything else we should know
Should be Empty:

Call for Proposals: Family Summit

Contact Information

Proposal Guidelines - Wednesday Breakout Session Only

Proposal Guidelines - Thursday Sip 'n' Chat Only

Proposal Guidelines - Wednesday Session & Thursday Sip 'n' Chat