GIA Conference Session Guidelines
Conference Session Development Process
Full details for how to submit a session for the GIA Conference are below. The process for submitting is here.
For more information regarding the 2025 GIA Conference, please visit the FAQ section on the homepage of our conference website. You may preview the application here. Additional questions can be directed to GIA Senior Program Manager Jaime Sharp, jaime@giarts.org.
2025 Timeline
- Call for Sessions Open: Tuesday, March 11
- Call for Sessions Close: [EXTENDED] Friday, April 18 at 5pm ET
- Speakers Notified: Late June
- Speaker Training: September 2025 (virtual)
Priorities Summary
In a time of division, revisionism, and erasure, the arts remain a powerful force for truth-telling, bridge-building, and solidarity. Minnesota, long a catalyst for social movements, cultural resilience, and artistic resistance, offers a profound lens into the complexities of belonging, struggle, and collective power. From Indigenous sovereignty and Black liberation to the imprint of immigrant communities and rural cultural vibrancy, this gathering centers the many realities that shape Minnesota’s arts and justice landscape.
As we approach the five-year anniversary of George Floyd’s murder—an event that ignited a global reckoning on race and justice—we ask:
How do we repair and tend to the social fabric fractured by violence and inequity? How do we resource artists and cultural workers as the trusted stewards of our collective stories? How do we push through discomfort and embrace difficult conversations as a pathway to solidarity?
This year’s convening calls on funders, artists, and cultural leaders to "trouble" the narratives of Minnesota and beyond—to hold multiple truths, challenge dominant histories, and invest in the future of cultural movements. Through storytelling, critical dialogue, and deep community engagement, we will explore:
- Building Solidarity Across Difference – What does real allyship look like in practice across QTBIPOC, disabled, and immigrant communities, rural and urban divides, and political spectrums?
- Indigenous Sovereignty & Movement Histories – From the American Indian Movement to new Indigenous-led funding models, how do we honor and amplify Native leadership?
- Repair & Tending – The role of the arts in healing communities, from the opioid crisis to post-uprising rebuilding efforts.
- Immigrant and Refugee Imprints on Cultural Ecosystems – How have Hmong, East African, and other communities shaped Minnesota’s artistic identity?
- Rural Arts & Resistance – Centering artists and culture-bearers working outside the Twin Cities, expanding urban-centric narratives, and lifting up collaborative learning opportunities across Greater MN.
- Arts & Political Resistance – From artists pushing back against federal priorities to the fight to sustain public arts funding, how do we mobilize for cultural justice?
- Narrative Power & Truth-Telling – How do we challenge historical revisionism and uplift narratives that shape just futures?
Through performances, discussions, site visits, and community gatherings, this conference will serve as a trusted forum for grappling with complexity, envisioning bold futures, and reaffirming the power of artists in movements for justice. Whether you are a funder, organizer, or cultural worker, you will leave with renewed inspiration, deeper relationships, and actionable strategies to sustain the work ahead.
Session Types
ON-SITE SESSIONS: On-site sessions are intended to be dynamic and interactive in nature and will be presented at the conference hotel. Sessions can be presented in a variety of formats (see options below) and lengths. We encourage session organizers to think outside of the box – or typical panel – when proposing sessions. Sessions can include a maximum of four speakers, including a moderator.
OFF-SITE SESSIONS: Off-site breakout sessions occur at cultural venues (ideally linked to session content). Off-site sessions are longer than on-site sessions to allow for the session presentation, time for travel to and from the site, site tours, and/or additional site-specific content. Off-site sessions will be co-designed by the session organizer(s) and the GIA team. For the most substantial submission, we recommend that you list potential venues in your submission. Off-site sessions are 120 minutes long and are expected to be scheduled on Monday, October 20.
GIA provides transportation for session attendees between the conference hotel and the off-site venue. Costs associated with venue rentals, catering, or additional needs for off-site sessions are the responsibility of the session organizer(s).
As part of our organization’s ongoing commitment to disability inclusion, we prioritize participating in events that are fully accessible to attendees and presenters with disabilities. GIA reserves the right to approve the accessibility of an off-site venue and will require a staff visit to the site before the conference. GIA considers an accessible venue to include:
- Access to single-stall or gender-inclusive restrooms
- Wheelchair/scooter-accessible bathrooms
- Ramp and/or elevator access
- Doorways, aisles, and pathways wide enough to accommodate wheelchairs (min. 36 inches, ideally 60 inches)
- Step-free, wheelchair-accessible entrances, transitions, and path to and from drop-off location
- Quiet room or private space separate from the primary event space
- Clear egress information provided to all in attendance; and a space that is protected by audible and visible fire alarms
- Provide a scent-free space (e.g., removal of air fresheners, oil diffusers, scented body products, etc.)
- Ability to utilize a public address (PA) system or to amplify voice/sound
GIA will cover the costs and arrange for CART providers or ASL interpreters if needed by attendee(s) or speaker(s). When making an accommodation request, as a speaker or an attendee, GIA will request the individual(s) complete an access request form to collect greater detail so that the GIA team can be supportive.
Additional guidance from the GIA planning team will be provided for room setup throughout the conference for both off-site and on-site sessions.
Session Speakers
Sessions can include a maximum of four speakers, including a moderator. The submitter of the session does not need to be a speaker. Speakers do not need to be confirmed at the time the session is submitted, but organizers must confirm their session speakers before registration opens. GIA is not able to provide support for hybrid or virtual sessions during the conference, and all speakers must attend in person to present.
Session Priorities
As in previous conferences, we will continue to foreground GIA's funding focus areas. We encourage session proposals that are anchored in the above focus areas with a particular focus on cultural practices that reflect on the past and build power toward just futures. These include 101 funding practices for people new to the field, collaborative/creative approaches to the sector, traditional or untraditional partnerships, and emergent ideas for sustaining the arts and culture sector underwritten by racial justice. As the GIA team designs and selects thematic content, we are creating opportunities for shared learning while also supporting a community of practice that builds momentum in the direction of justice.
Grantmakers in the Arts discourages conference session proposals that:
- Are lectures or presentations of academic papers;
- Do not include any aspect of interaction and opportunity to grapple with information;
- Include incomplete representation of diverse voices (racially, geographically, etc.); and
- Do not honor the guidelines.
Session Formats
Sessions are dialogic and participatory in nature. Sessions may be presented in any of the following formats, each designed to be highly inquisitive, participatory, and actionable.
Interactive Workshop Lite
Looking to explore new approaches and leading-edge ideas in the field of arts funding? An interactive workshop – presented by a team of 2-4 facilitators – is designed to engage participants in learning new frameworks, practical approaches and tools, case studies to inform work in your home community, and skills for advancing our collective field-wide work. These workshops can take varied formats, including creative inquiry; generative, arts-based practice; break-out discussion; hands-on mapping/analysis; or skill-building, among others. The session should include participatory components and space for interacting with the facilitators in addition to Q&A.
Panel Dialogues
A standard, well-developed panel presentation – presented with 2-4 speakers each bringing a variety of experiences/perspectives to the topic – that may feature [1] deep-dive/field-wide conversation, [2] dialogue with peers with different concentrations, geographies, methodologies, etc., or [3] a case study inquiry. Ensure that at least 1/3 of the session time is dedicated to audience engagement (e.g., Q&A, brainstorming, collaborative problem-solving, etc.).
Un-Panel “Fishbowl” Dialogues
In this dynamic session style, there are 3-4 speakers who contribute to an engaging dialogue concerned with field-wide issues. Rather than using a panel presentation format, speakers gather in a discussion circle, with participants seated in concentric circles around them. This session style allows for deeper conversation amongst speakers while encouraging those in the outside circles to participate in this witnessed conversation by joining the fishbowl.
Round Table Dialogues
Looking for input or feedback on challenges in philanthropic/public funding practice? For subjects that are well suited for a format other than a panel, round table dialogues offer an opportunity for peer learning on a variety of subjects in quick succession. Each roundtable has a host who puts forward a discussion topic within the theme. After 15-20 minutes, the host remains, and all others move to another table. Dialogue continues for three rounds followed by a final share out by the hosts.
Dialogues are facilitated by practitioners, organized by focus area, and encourage peer exchange to share common experiences, challenges, approaches, and solutions. These sessions may be organized by the conference planning team to couple similar topics within a shared space.
Pechakucha
This is for groups interested in sharing new ideas or works in progress. Pechakucha, chit-chat in Japanese, is a unique presentation style. These presentations are known for telling stories through images rather than text and are typically brief. They use the 20x20 rule, where each presentation consists of 20 slides, and each slide is displayed for only 20 seconds, automatically progressing to the next one. This results in a total presentation time of 6 minutes and 40 seconds.
Affinity Group
Affinity groups last approximately an hour and are intended for people of shared identity to have a gathering space at the conference. Historically, affinity groups are scheduled for Monday evening and Wednesday morning. Past affinity groups include: Dreaming in Black Space, AAPI, Loud & Queer, and White Folks for Black and Indigenous Lives.
I Have Another Idea (A.K.A. Other)
If your preferred format is not listed above or you have a new idea for convening attendees in a space for justice and learning, you are welcome to get creative and offer an alternative format. The new format should not exceed four speakers. As you tap into your creativity, please be mindful of the material and technological limitations that the session may encounter.
Session Lengths
- 10 minutes (pechakucha style idea shares on-site)
- 20 minutes (part of an on-site session with multiple roundtables or presentations)
- 60 minutes (standard on-site session OR affinity group)
- 90 minutes (standard on-site session with interactivity OR to allow for partnering/co-presenting with another like-minded session)
- 120 minutes (workshop or off-site session)
Session Costs
Honorarium
Non-Member Eligible Speakers
GIA provides a $300 honorarium and complimentary registration for the day of their session to presenters who are non-members (not eligible for GIA membership), such as artists, academics, representatives from nonprofit organizations, consultants, and others invited to present during conference sessions. GIA does not cover transportation or lodging costs for non-member eligible speakers. Non-member eligible speakers may attend any conference activities and events on the day of their session. Non-member eligible speakers are invited to attend only on the day of their session and may not purchase additional conference or preconference tickets.
Members proposing and organizing sessions pay their own costs associated with attending the conference and their non-member presenters' transportation and lodging expenses. Members, if they so choose, are welcome to pay their non-member speakers in addition to the honoraria received from GIA.
Speaker honorarium will be received within 60-90 days after the conclusion of the conference. GIA is required to report payments of $600 or more.
Member-Eligible Speakers
Member-eligible speakers receive complimentary registration for the day of their session but do not receive honoraria. Member-eligible speakers may attend any conference activities and events on the day of their session. GIA does not cover transportation or lodging costs for member-eligible speakers. Member-eligible speakers may register for the entire conference at the non-member rate. Member-eligible speakers who register for the entire conference may purchase preconference tickets alongside conference registration. Preconference tickets are only available as an add-on to purchasing a full conference ticket. Member-eligible speakers include private foundations, public agencies, corporate giving programs, nonprofit grantmakers, and national partners who are not currently GIA members. See full eligibility listed below.
GIA Member Speakers
GIA members, staff, and trustees of organizations eligible for GIA membership do not receive honoraria or complimentary registrations. GIA does not cover transportation or lodging costs for member speakers. Preconference tickets are available to purchase alongside conference registration on a first come, first served basis. Preconference tickets are only available as an add-on to a full conference ticket.
All session speakers must register in order to present at the conference, with no exceptions.
Travel & Lodging Reimbursement
Session organizers are expected to cover the travel and lodging costs of any presenters in their sessions who are not GIA members; for those organizations that are not able to cover these costs, limited funds are available from GIA by application. GIA member presenters do not receive travel and lodging reimbursement for presenting in conference or preconference sessions.
Session organizers are strongly encouraged to take advantage of the talent and expertise in the Chicagoland region. Engaging local presenters may also eliminate or greatly reduce session-related travel costs and carbon impact. GIA staff and the 2024 conference committee are available to assist in recommending potential local presenters.
Conference Audio/Video
Please let us know if you have any A/V needs for your session beyond a projector and screen. Session organizers and/or presenters are responsible for providing their own laptops for presentations or any other computer-based displays. Presenters with Mac computers must also bring the appropriate computer-to-projector A/V adapter.
Following GIA's submission of the final A/V order to the conference hotel, any new requests will be pending availability and may be at the session organizer's expense.
General Guidelines
For more information regarding conference eligibility, registration rates, and more, please visit the FAQ section on the homepage of our conference website.