Tips for writing your ICAA session proposal

Pay attention to the Call for Presentations.
The Call has important information on the ICAA Conference audience, the topic areas and instructions on submitting the proposal. Mark the due date!
Tip: Submit your proposal(s) early to avoid the rush.

Know your audience.
The ICAA Conference gathers professionals in many roles who work with older adults. What are the interests of the main audience you will speak to? What do they already know, and what do they want to know?
Tip: ICAA attendees ask questions and contribute their own experiences during a session.

Set clear expectations.
Is the content aimed at senior managers or staff positions? People in operations or life engagement or dining/nutrition or physical activity or wellness development? Are the older adults physically able or with physical impairments, with or without cognitive impairment?
Tip: Be clear on who the session is for.

Be specific about what is in your session, and why it is special.
What exactly will the session cover? Is there a unique angle? Provide as many details as you can about the techniques, approaches and strategies you will share.
Tip: Ask yourself, why will attendees choose this session over another on the same topic?

Write a clear, informative title.
The title determines whether your audience will read more about the session, or skip it. The title should explain what will be covered. Keep it simple, concise and engaging.
Tip: Think ahead to how the title will look viewed on a cell phone.

Craft a description that details the content.
Think of the description as a short but compelling story of what will happen during the session. What problem or challenge can they solve by attending? Will they practice a technique or share their own ideas?
Tip: Think about, what is special about your approach to this topic?

Use action verbs for learning objectives.
What practical techniques or skills or action plans will attendees walk away with? Learning objectives start with an action (e.g., list, analyze, develop, demonstrate, modify). When attendees leave the session they “will be able to…” what?
Tip: Write the learning objective takeaways before planning the session.

Ensure the session content matches the description attendees see.
Think about a conference session you attended because the description made it a good choice, but when you arrived the presentation didn’t match the description. Disappointing? Don’t make the same mistake.
Tip: Save your final draft of the proposal and refer to it.

What do session selection committee members look for?

• Topic that presents fresh approaches to current and future issues, relates to the daily work of attendees and can transfer to their work after the conference.
• Content contains information, skills and techniques that can be used regardless of where a person works.
• Content is based in evidence, either from research or outcomes or standard practices.
• Speaker provides details on how to achieve an outcome (as opposed to stating an action should be done without explaining how to do it).
• Application to the dimensions of wellness: cognitive/intellectual, emotional, environmental, physical, professional/vocational, social, spiritual.
• Promotion of the integration of wellness culture among all disciplines, departments and organizational structures.
• An emphasis on what people can do, rather than what they cannot do. Aimed at promoting philosophies and language that are positive and promote successful aging.
• Language clearly explains the psychosocial and functional levels of the older adults being referenced rather than chronological age.

Why are proposals eliminated?

• Not relevant to the ICAA professional audience; for example, aimed at consumers.
• Promoting a person, business, product or service.
• Incomplete information. No description, or lacks sufficient detail.
• Speaker(s) are not qualified for the topic; topic is outside the scope of practice of majority of ICAA conference attendees.

Frequently asked questions about submitting proposals

When and where is the ICAA Conference?
The ICAA Conference is held in the autumn. In 2025, the conference will be held in Anaheim, California, USA, October 13-15, 2025.

Who are the attendees at the ICAA Conference?
Attendees include executives and senior managers, supervisors and staff across all functional areas and departments in continuing care/life plan communities, independent living, active adult, assisted living, memory care and nursing environments, community “seniors” centers, fitness clubs, and social service or government organizations.

What is the purpose of the educational program?
The ICAA educational program presents research and outcomes-based sessions that provide new insights or ways of thinking, specific program and activity formats and exchanges, and skills to build problem-solving and critical thinking.

What is the deadline for proposals?
Proposals are due Friday, January 31, 2025.
Proposals are accepted beginning December 5, 2024.

Are late submission accepted?
No proposals are accepted after the deadline.

Are there continuing education credits?
Yes. Multiple organizations are approved for continuing education units (CEUs) or continuing education credits (CECs). Approvals depend on the topic, the qualification of the speaker(s) and the session content.

How long are the sessions?
All sessions are 60 minutes. Speakers must provide content for at least 50 minutes so attendees can earn continuing education units (CEUs) or continuing education credits (CECs).

How are speakers chosen?
Proposals are reviewed and rated by industry peers based on the quality of information provided in the proposals and criteria listed in the ICAA Call for Presentations.

Are speakers compensated?
The primary presenter (listed first on the submission form) receives one complimentary full-conference registration. Up to two co-presenters will each receive one complimentary full-conference registration. (Reminder, maximum three presenters per panel session.) Only one complimentary registration in total for an individual. The registration cannot be shared, transferred or used at a future conference. Speakers who are selected to conduct more than one session are given one free registration in total.

How do I submit a proposal?
All proposals are submitted through ICAA’s web-based portal. No hard copies of sessions are reviewed. Download ICAA’s online speaker proposal form, or copy and paste into your word processor. You’ll see the criteria members of the ICAA Session Selection Committee use when evaluating speaking proposals.

Draft and rewrite to refine your presentation. Take the time to think and use spell check. Write the learning objectives of what people will take away, and use those to craft the description to meet those objectives. Ready? Copy and paste into the online submission form using the link in the Call for Presentations.

Can I save a proposal and go back to it later?
No. The proposal sections DO NOT SAVE as you move from one step to the next. To keep a copy for your files and facilitate the submission, draft all components of your proposal in advance and then copy and paste once you are ready to submit. The proposal will be saved when you click “Submit” at the end of the form.

Where can I obtain more information on topic areas?
The ICAA Call for Presentations has specific information on topic areas and submission procedures. Download it here
Send inquiries by email to juliemilner@icaa.cc or by calling 866-335-9777.