A Handy Guide for Building a Great Session Proposal

Being selected to speak at a conference is a huge accomplishment and takes thought, effort, and creativity. Before you can be selected, you have to submit a session proposal, which can be daunting if you’ve never done it before or you’re not quite sure what the conference is looking for. 

With the Global Scrum Gathering 2023 Amsterdam call for papers opening, our Program Advisory Team came up with a list of tips and tricks to help you write a session proposal that ticks all the boxes the reviewers will be looking for.

Find Your Theme for Global Scrum Gathering Amsterdam 2023

Your proposal should be inspiring and engaging and give a clear picture of what your session will look like for attendees. One of the first things you’ll need to do is look at the themes of the event and start dreaming of topics that fit within the descriptions and goals for the themes.

For the Gathering in Amsterdam, we’ll explore agile in relation to four overarching themes. Your proposed session should fall within one of the following themes:

Changemakers

No matter your role, you have the potential to create meaningful change in your organization. Whether you’re part of a leadership team or starting out in the agile world, you’re a changemaker. Topics in this category may include: business agility, agile leadership, agile mindset, and more.

Agile Journeys

An agile journey can be unpredictable and take you to the most exciting places. Whether you just completed your CSM or you’re a long-time practitioner, we're here for it. Topics in this category may include: career-advancement, scrum fundamentals, coaching skills, agile practices and techniques, and more.

Real-World Agility for Real-World Problems

Our world is continuing to change, and individuals, communities, and organizations are navigating uncertainty. Agile is being used in unexpected ways to address societal and planetary changes. Tell us what agile really looks like. Topics in this category may include case studies of agility used to: overcome trauma, combat climate crises, navigate economic uncertainty, respond to global health issues, and more.

State of Agile

Agile is being used in innovative ways in new industries. Sessions in this category expand the definition of where agile can be applied. Topics in this category may include: agile being used in education, healthcare, marketing, human resources, and other non-software development spaces, and more.

Developing Your Session Proposal

Before you can start writing a proposal, you need to have a topic - something you’re passionate about, have a unique perspective on or a story to tell. Using the themes or tracks of the conference you’re hoping to speak at as a jumping off point, really take time to think about your topic.

Set a timebox for brainstorming

Charles Dickens said 'Never do tomorrow what you can do today. Procrastination is the thief of time.' The odd thing about procrastination is that everyone knows it does not get you where you want to go in life, but we still do it. Timebox yourself for a short time period (5, 10, or 25 minutes) and capture as many of your thoughts on paper as possible. It will be messy. However, after this, the hardest part is done. Then you can refine, organize and build on those thoughts that have been running around in your mind. (This is where a template is really useful - see below).

Passion over expertise

We all love listening to someone speak about something they are excited about. And it comes most naturally for us to speak about something we are excited about. Think about those times you told your friends about an amazing holiday, or a great movie, or a new job. The words flow, and the confidence is there, naturally. Submit something you are truly passionate about. You don't have to be an expert. 

Identify the ONE thought you want to land 

If people forget everything else, but remember one thing, what would you like that thing to be? What is the one glimmering nugget of truth that is the inspiration for your session that you want to impart on your session attendees? This will be your north star as you write your proposal.

Tell it to a friend/colleague 

Speaking to someone about a topic you want to submit, can trigger additional thoughts you might have, or bring a memory/story to mind. Use your friend or colleague as a sounding board for your ideas, see what resonates with them or if they have any suggestions to help shape your topic more.

You have a story to tell

You are the best person to tell your own story. Your experience up until this point has shaped you into the changemaker you are today. What do you care about? What have you done in the past? What do you want to learn about more? What do others in the community want to learn about more? Use your story to inspire others along their agile journey.

Tips for Writing Your Submission

When the Review Team is going through submissions, they have a rubric and checklist that they’re evaluating each session proposal against. As you’re writing your submission, be sure to reference the submission guidelines as well as this list to make sure your submission has everything it needs.

The main criteria the Scrum Alliance Review Team considers when evaluating session proposals are: 

• Topic: The topic is interesting and/or creative
• Learning: The session has clear learning outcomes that will provide attendees with new knowledge and/or skills.
• Format: The delivery format of the session is clear. The session encourages engagement and learning that satisfies the authors’ learning outcomes. 

An engaging and accurate session title 

Your session title is one of the first things a reviewer will see on your application (and future session attendees) so you want to make sure it catches peoples’ attention and gives them an accurate idea of what they can expect to learn in your session.

Define your session time block 

As you’re planning your session, think about the format that will be the most impactful for your topic and intended learning outcomes. Indicate the appropriate time format for your session: a 20-minute lightning talk, 60-minute session (lecture or workshop), 60-minute session (panel presentation) or a 90-minute session (a workshop or highly interactive session).  

Draw them in with your session summary 

Your session summary is used to describe your session in the public agenda, so it should succinctly describe your session, draw interest, and communicate to attendees what to expect. Reviewers are usually reading A LOT of submissions. How can you immediately spark interest and make yours stand out in the first few seconds? Maybe you can add questions in the summary? Maybe you can share a shocking story/experience? 

Define your target audience 

Your talk does not have to (and cannot) be for everyone. Identify clearly who your audience will be, and let it trickle through in your activities and learnings. Really think about who the audience for your session is before you start building out the proposal. Is it geared towards people who are new to the world of scrum and agile or is the content designed for an experienced practitioner? Put yourself in the shoes of an attendee, and consider the primary level of audience and comprehension required to attend the session.

What can your session attendees expect to learn

What will attendees walk away with, that they won’t find at another talk? What makes your talk special? List out  3-4 concrete learning outcomes in your proposal. Tip: use the verbs from Bloom's Taxonomy to guide you: "Attendees can create/ evaluate/ analyze/ apply/ understand/ remember”. When writing your proposal, be sure to describe key learning outcomes and/or attendee takeaways and what attendees will learn, experience, or gain after participating. The more specific the better, so include specific skills, knowledge, and/or practices that participants will be able to take back and apply to their work or life.

How will your session be delivered

Make sure your submission includes a logical outline for your talk submission. A favorite outline is the 4C’s from Sharon Bowmen (see below). How does it CONNECT to them, their life and their goals? What CONCEPTS will you teach? How can you make it CONCRETE and useful for them? In CONCLUSION, what did they learn? Always add timing (rough estimates) to your planned outline, to show reviewers you have thought it through. This is easily done by including an outline for your session that includes a list of key activities that will take place. Be specific and describe the instructional materials and/or methods you will use to deliver your session.

Speaking at the Global Scrum Gathering 2023 Amsterdam

Each and everyone of us is on our own agile journey and we all have a story to tell. We want to hear your story this fall in Amsterdam as one of our speakers for the Global Scrum Gathering 2023 Amsterdam from 9-11 October 2023.

Submit your session proposal by 14 May 2023 to be considered as one of our speakers in Amsterdam. We can't wait to read your submission.

Submit Your Paper