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TO SUMMIT
HOUSTON, TX OCTOBER 1 - 3 EVERYTHING A PRESENTER, FACILITATOR, COACH OR HOST NEEDS TO KNOW
DEAR FRIENDS,
Thank you so much for how you lead by serving — teaching and guiding so openhandedly to strengthen work and transform lives all over the world. As you prepare to teach, please freshly consider how the age-old truths of our faith give unique depth and strength to the things you’ll share.
Our theme this year is DISTINCT: Different from the World for the World. We’re reminded that what our world needs most is not just an echo of itself, more of the same assumptions and patterns found everywhere else. Indeed, we wrong our neighbors if that is all we offer. They thirst for something more: deep and pure and timeless. Thankfully, that’s exactly what our faith offers. As we address the pressing issues of our day, we can draw from the profound insights of Scripture, the daily guiding of the Spirit and the timetested practices of the Christian life. That kind of life is most helpful precisely because it is most holy. In a word, distinct.
It will be a joy for all of us to learn from you in this — seeing afresh how God’s wisdom and ways uniquely guide us and provide gifts that our world so badly needs!
With Much Gratitude, Jedd
DEAR FRIENDS,
Congratulations! We are thrilled to have you join us at CAFO2025 in Houston. We couldn’t do this without you and are so grateful for you!
I am happy to serve as your Presenter Coordinator again this year. I am here to help you in the time before and during Summit. I will send you occasional updates leading up to CAFO2025 and promise to do my very best to keep you up-to-date and supplied with everything you need to know to make your session and time in Houston effective and a success. I am really looking forward to seeing you all again and meeting those of you whom I haven’t had the privilege to get to know yet — we are going to have a GREAT time together!
This booklet will be a wonderful resource and guide for you (coupled with the Presenter Portal website). On these pages, you will find information to help you prepare, including tips for planning your trip, details about your session, deadlines and expectations, and more! Please carefully and thoroughly read this booklet, as it contains a wealth of very helpful information.
We tried to meet your needs proactively; therefore, this booklet will answer most of your questions. However, please feel free to email or call/text me with any other questions you may have between now and October. My cell phone number is 559-305-3111 (PST). I look forward to serving you in Houston!
Blessings, Ashley
GETTING STARTED
AT-A-GLANCE TIMELINE
SUBMIT MATERIALS
Upload the requested materials to the Presenter Portal no later than SEPTEMBER 5.
INSTRUCTIONAL WORKSHOP PRESENTERS
Session outline or presentation slides by SEPTEMBER 5
BETTER TOGETHER WORKSHOP FACILITATORS
Session outline by SEPTEMBER 5
(Slides are not necessary for these conversation-rich sessions)
COACHING TABLE COACHES
No outline or presentation slides necessary
MEET-UP HOSTS
No outline or presentation slides necessary
PRIOR TO SUMMIT
EXTRA LEARNING & RESOURCES
In addition to general event promotions, there are a few specific ways to begin advertising your session and preparing your audience:
SHARE
Use the ready-made tools in our DIGITAL SHARE KIT to spotlight your session on your socials, blog, website and email lists. You are your best advertisement to your audience!
BLOG/POST
As you blog/post about your session, share with us so we can echo on our social media!
RESOURCES
Start preparing your audience now! List any of your recommended resources to serve and prepare your attendees in advance. These will be listed and linked on the website and app. (Examples: a book, blog post, article links, video link or embed code, audio clip link, etc.)
Resources should pertain to the theme of your session and must be emailed by SEPTEMBER 5.
your community to your sessions!
ABOUT THE THEME
ALL OF SUMMIT WILL ECHO WITH THE SAME THEME:
We ask that this theme play a central role in your session. Please consider and develop in your presentation how our theme, “Distinct,” shapes the way we think about this issue/topic. (Read more on our theme HERE.) You may wish to touch on questions like:
• In what specific ways does a deeply Christian vision — grounded in Scripture and ageold Christian practices — lead us to a framework and/or practices that are notably different from many assumptions and trends common in our work?
• How can we best cultivate this distinctly Christian vision while also conveying humility and sincere respect for others and affirming areas of common ground?
• In what ways is a true “holiness” most “helpful” in your area? Put another way, how might a willingness to think and act differently than others enable us to offer what our world needs most?
• How might we re-imagine our work or mission to reflect a distinctiveness that goes deeper than surface-level changes? Perhaps especially, how might our strategies more fully reflect Jesus’ emphasis on the human heart as the fundamental issue in both sin/ evil and God’s restorative work?
Session surveys will ask attendees if they felt the session included a connection to the CAFO2025 theme.
EXPECTATIONS & GUIDELINES
SESSION TYPES
Did you know? Sessions do not repeat and are only offered once during Summit.
INSTRUCTIONAL WORKSHOPS
(60- and 75-minute sessions)
Instructional, yet including interaction as much as possible
• PPT encouraged
HELPFUL TIP: By far, attendees are seeking tools and replicable principles. Spending considerable time on “how-tos” and applicable resources is a huge gift to your audience.
BETTER TOGETHER WORKSHOPS
(60- and 75-minute sessions)
Approximately 75% interaction
• Primarily facilitated/guided problem-solving (making a plan), targeted (topic-based) discussion and/or problem-solving, focused group training/coaching, experiential and/ or mastermind session
• Conversation/Q&A throughout the session is highly encouraged
• No PPT (if necessary, guiding presentation only, no longer than six slides)
HELPFUL TIP: Better Together Workshops are designed to be intentionally smaller gatherings than instructional workshops in order to provide a more interactive space. One of the goals for the facilitator of these rooms is to make them as interactive and “hands-on” as possible.
COACHING TABLES
(60- and 75-minute sessions)
100% interactive
• Attendees directly engage with a content expert in discussion and Q&A by receiving personalized guidance while connecting with others in the same space
• No formal presentation or Powerpoint
HELPFUL TIP: There is flexibility in how coaching tables are approached. Coaches may consider starting by interacting with those at their table and then sharing some brief basic guiding principles on the topic. From there, the coach can use various interactive approaches to guide the attendees in understanding how those topic-specific principles can be applied in their unique situations.
MEET-UPS
(45-minute sessions)
• An informal gathering of a particular people group or issue
• Centered on conversation and connection
• No formal presentation or Powerpoint
HELPFUL TIP: Meet-Ups are a success if attendees have felt they have “met their people” and leave feeling better connected to others in the same space.
PRESENTER, FACILITATOR, COACH & HOST EXPECTATIONS
Please review these expectations carefully prior to completing the Presenter Checklist.
1. Teach/Coach what your title and description says you will teach/coach. Session surveys with lower ratings often reflect disappointment that the session did not focus on what the description indicated. Please be sure the description is correct and clear on the intended theme and audience. Mention that intended audience at the start of the session so attendees can select another option if they arrived by accident.
2. Structure your time wisely.
Start well. Keep introductory remarks to under two minutes, if at all. (Your biography is already available in the app.) You will never have more attention for your main point than at the very beginning. Leave time for Q&A at the end. And as much as possible, include an interactive element. Session surveys with lower ratings often express frustration that the presenter talked mostly about himself or ran out of time for the most valuable elements.
3. Focus on the HOW and not the WHY.
Hands down, the most positive feedback points to session leaders who give attendees practical “how-tos” they can put into action. The CAFO audience largely understands the James 1:27 mandate (or another example, why we need to be trauma-informed). For almost every session, a maximum of five minutes laying out the ‘why’ foundation is sufficient.
4. Use CAFO2025 slide starters and surveys.
• If using slides, please begin and end with these provided CAFO PRESENTER SLIDES.
• Every speaker or coach should invite attendees to complete the online survey in real-time. Save a couple of minutes at the end of your session for attendees to fill out surveys on-the-spot. Attendees are only submitting evaluations online this year (preferably on their phones at the end of each session). Session surveys are very instrumental in decisions of whether a topic will be repeated the following year. If a session has few or no surveys, there is a good chance it will not be repeated.
IMPORTANT NOTE: Surveys are required for every session type. If you are not utilizing a PPT, the QR code will be in the program and app for easy access.
5. Focus on replicable principles - not your ministry or resources.
Sessions should not focus on describing or promoting the session leader’s ministry, services or products. While it is entirely appropriate to include examples from your ministry, focus should be on insight and principles that are broadly applicable. If you wish to provide information on your organization or programs, please provide your contact information and encourage the attendees to connect with you at your exhibit table or elsewhere. Session surveys with lower ratings often note the session felt more like a commercial rather than valuable teaching.
FIVE WAYS TO BE AN EPIC PRESENTER
Check out THIS RESOURCE for tips on how to improve your presentation.
SPEAKING LIKE A PRO
Throughout the year, CAFO presenters, like you, shape the conversation on critical issues affecting children and families worldwide, guiding ministry approaches and global initiatives. This topical WEBINAR SERIES is offered to support our presenter community as they navigate complex subjects with clarity, assurance, and meaningful impact. Each session will explore potentially difficult topics by considering multiple angles, relevant research, and practical approaches. Join your fellow presenters for these conversations designed to sharpen our collective voice.
GUIDELINES, HANDOUTS & MATERIALS
SESSION MATERIALS & GUIDELINES
You are responsible for obtaining any necessary copyright permission before using materials created by a third party and/or appropriately acknowledging the origin of such materials in your session. You also indemnify CAFO and hold them harmless for any claims/damages in connection with your session. You are responsible to bring any printed handouts. On-site handout printing or copying will not be available.
HANDOUTS
The ideal way to ensure every attendee receives a handout or outline is to upload pdf versions to the Presenter Portal by SEPTEMBER 5 for inclusion on the app. (We cannot guarantee postings after this date.)
If providing hard copies, currently plan on approximately 75-100 handouts for Instructional Workshops, 30-45 handouts for Better Together Workshops and 7-10 handouts for Coaching Tables. (This is just an estimate.)
No printing is available on-site. Please take care of any necessary printing or copying off-site before arrival.
There are several businesses close to the church that offer these services.
• FedEx
• Office Depot
• Staples
SUMMIT WEEK DETAILS
UPON ARRIVAL,
ONE
CHECK-IN
Check-in at the main Summit registration desk
TWO THREE
PROCEED
Proceed to the Presenter Hospitality Room — 144 (Missions Connection Center) to check-in with the Presenter Coordinator and pick up your materials, including a special gift (while supplies last).
LOCATE
Locate your room and mention any needs you have right away. (Maps are available in the app, in the Presenter Hospitality Room (Room 144), and in the program.)
SCHEDULE & TIMING
Most session details (including your session descriptions and scheduled time slots) can be found HERE and in the Presenter Portal. We thank you, ahead of time, for your grace and understanding that the schedule might continue to change due to unforeseen circumstances— even after being published or while on-site (we do our best to avoid this, but at times, it cannot be helped). Your flexibility is greatly appreciated!
Please pay special note of your session time limits (60- or 75-minutes). We would like attendees to glean as much from you as possible. Therefore it is critical that no speaker takes time away from other speakers.
If you find that your schedule conflicts in any way (due to air travel, prior commitments, etc), please contact us immediately.
Room numbers will be made available when the app is launched and the program is live/ published (links will be emailed to you). A map is included in this booklet and there will be a map in the Presenter Lounge, app and program as well. Volunteers will also be posted throughout the church to help guide you to your next location.
Arrive early to your session and introduce yourself to the volunteer host assigned to your room, if present. They are there to assist you and welcome attendees.
As a session leader, we ask that you plan to join and participate in the whole Summit if at all possible. This enables you to be part of other sessions as active attendees—both receiving from and further strengthening those sessions—and also provides further opportunities for attendees to interact with you. Of course, we understand that occasionally, a presenter needs to arrive late or leave early due to unavoidable life demands. In those rare cases, please alert your Presenter Coordinator, Ashley Phelan and consult the workshop schedule prior to finalizing your travel details.
AUDIENCE DEMOGRAPHICS
While estimates for this year’s Summit are still forming, we anticipate between 1,800 - 2,000 attendees. The attendees will mostly be composed of lay leaders and pastors engaged in church-based ministry, non-profit organizational leaders, prospective/ current/veteran adoptive and foster parents, advocates and state and private agency professionals.
To avoid being too general, please consider the specific intended audience for your session and make that clear. Very few sessions are geared toward every attendee.
TECH DETAILS
TECH HELP
There will be (limited) tech help, should you happen to have technical difficulties on-site. You will receive an email with important instructions on how to access on-site help prior to Summit.
Once you arrive, please visit your room and ensure you can easily connect to the A/V system. If you need assistance, please let us know as soon as possible, even if your session is later in the week. Please understand that if multiple requests come in at the same time, response time might be delayed and/or prioritized according to urgency. By alerting us early, you increase the time we have to assist you.
MICROPHONES
Not every room is large enough to necessitate a microphone to amplify sound. (However, please remember you might be given a mic to record the audio. Please use it!) If the church advised us your room carries sound well without a mic, you will not find an amplifying mic in your room.
RECORDINGS
Most Instructional Workshops will be audio recorded. Even in a small room, please use the recording mic provided. Please be sure to repeat any questions from the audience into your mic before answering the question so they are captured on the recording. Most Better Together Workshops will not be recorded as it is hard to capture quality recordings in this special and highly interactive format.
AUDIO/VISUAL NEEDS
Please request specific audio-visual needs no later than AUGUST 15. Please note that we might not be able to accommodate all audio/visual needs.
RECORDING & PROMOTIONAL MATERIALS
By submitting the agreement via the Presenter Portal, you agree that the Alliance may use your image and other information related to you in promotional materials including video, audio or print. You also permit the Alliance to record your entire workshop session and to broadcast and/or sell audio, video, transcripts or derivative products thereof. Recordings of each workshop session will be available for sale on-site unless the presenter requests otherwise.
WIFI
Wifi is available on-site (no password is needed). However, due to the large number on-site, we strongly recommend presenters/ facilitators download all needed materials and presentations to their laptops prior to arriving. Please do not depend on the wifi for any streaming needs.
INSTRUCTIONAL WORKSHOP SET-UP
• All rooms will be set up in either theater seating or rounds. This set-up will be predetermined based on overall event needs.
• Out of consideration for everyone, please start and end on time.
• Screens or TVs will be provided in most classrooms.
• Presenters will need to provide a laptop and an HDMI cable (not USB or VGA).
• If you have a Mac, please bring any necessary adapters. We will not have extras on-site.
• Short video clips work best if they are built directly into your PowerPoint or Keynote presentations.
• If presentations require audio, please bring necessary cables. We will not have extras on-site.
• Most Instructional Workshops will be audio recorded. Please be sure to repeat any questions from the audience into your microphone before answering the question to ensure it is recorded.
• Be sure to leave ample time at the end for Q&A.
• Please leave the room the way you found it. This includes resetting tables and chairs and removing any food or snacks you brought into the room. (We understand the goodwill behind leaving snacks/drinks for the next group to enjoy, however, it unintentionally leaves extra work for the next group.)
POSSIBLE A/V CABLE & ADAPTER NEEDS
HDMI Cable
USB-C (Mac Port) to HDMI Cable
USB-C (Mac Port) to HDMI Adapter
Audio Cable
BETTER TOGETHER WORKSHOP SET-UP
• All rooms will be set up in either theater seating or rounds. This set-up will be predetermined based on overall event needs.
• Out of consideration for everyone, please stay on time.
• Better Together Workshops are designed to be smaller and highly interactive. Attendees may work to solve a specific problem, receive specific training on a topic, participate in discussion/Q&A, etc.
• Because of the interactive nature, screens or TVs will not be standard in Better Together Workshop classrooms. PPTs are not necessary/needed.
• If you plan to use a presentation, you will need to request a screen or TV by August 16. (Screens/TVs cannot be guaranteed but we will do our best to fulfill your request.)
• Presentations should only be used to guide conversations, not for instruction and be limited to six slides or less.
• After receiving approval for using a PPT, presenters will need to provide a laptop and an HDMI cable (not USB or VGA). If you have a Mac, please bring any necessary adapters. We will not have extras on-site.
• Short video clips work best if they are built directly into your PowerPoint or Keynote presentations.
• If presentations require audio, please bring necessary cables. We will not have extras on-site.
• Please leave the room the way you found it. This includes resetting tables and chairs and removing any food or snacks you brought into the room. (We understand the goodwill behind leaving snacks/drinks for the next group to enjoy, however, it unintentionally leaves extra work for the next group.)
COACHING TABLE SET-UP
• Coaching Tables will be in separate, small rooms.
• Every room seats a small group (one facilitator and about 20 attendees).
• A coaching table volunteer will be present in the area to guide attendees to the right room and help be sure that no room becomes overcrowded.
• Feel very free to let any overflow attendees know the room is full.
• Coaches, at their discretion, may choose to share contact information and/or make themselves available at another time to those unable to sit in their room.
• Attendees may stay the entire hour or come and go during the hour for coaching and counsel as needed. No pre-sign-up is required this year.
• Nearby help desk staff will be available for any needs or questions.
• The goal of these coaching tables is to provide personalized and/or small group coaching on given topics.
PRESENTER HOSPITALITY
HOSPITALITY ROOM
Don’t miss special snacks, drinks, gifts (while supplies last) and a private space for you to prep and rest! This exclusive room is a favorite for many and available throughout Summit, except during the General Sessions. Visit us in Room 144 (Missions Connection Center).
MEALS
• Lunch: Thursday’s lunch will be provided, as well as snacks and coffee throughout Summit (while supplies last).
• Dinner: There will be local food trucks on-site with a variety of dinner options for purchase during the dinner hours - or you are welcome to leave campus.
LOCATION DETAILS
PLAN YOUR TRIP
SUMMIT LOCATION
Houston’s First Baptist Church 7401 Katy Freeway
Houston, TX 77024
Feel free to visit the TRAVEL PAGE of our website for hotel and other travel discount information.
TAKE A SNEAK PEAK AT HOUSTON’S FLAVOR!
Houston has some amazing places to enjoy many of the distinct things in nature that God has created. Be sure to leave some extra time to explore the many parks, aquarium and zoo that are all located within the city.
The NASA Space Center is one of the most fun and awe inspiring things in Houston. You can take an up close look at the stars and rockets that took man toward the heavens. It’s an “out of this world” experience you won’t want to miss.
While you’re in Texas, don’t skip out visiting the world’s best bathrooms. At stop at Buc-ees is a must for any road trip. While there, you can shop for next pair of socks and enjoy their famous Beaver Nuggets.
Level One
PRESENTER HOSPITALITY ROOM REGISTRATION
Level Two
Level Three
Level Four
Level Five
A SPECIAL MESSAGE
FOR OUR PRESENTERS, FACILITATORS, COACHES AND HOSTS SERVING IN GLOBAL CONTEXTS
As part of our shared commitment to better care for vulnerable children, Summit Presenters, Facilitators, Coaches, and Hosts serving children and families globally must complete the Core Elements Self-Assessment within the past 12 months. This tool evaluates 21 key areas that influence the quality of care and produces a custom report highlighting your program’s strengths and opportunities for growth. It’s one way we support ongoing learning, reflection, and excellence across our global community.
A QUICK OVERVIEW OF THE CORE ELEMENTS PROGRAM:
• The SELF-ASSESSMENT is free, takes 30–40 minutes, and is available in English and Spanish.
• Your personalized results offer a clear snapshot of what’s working and where your program can grow—helping you make data-informed decisions.
• CORE ELEMENTS E-COURSES give you practical tools, case studies, and evidence-informed resources to equip you for excellent care.
Hear what one CAFO Member Organization had to say about the Self-Assessment:
“For me, assessment tools are critical to our growth as an organization. The SelfAssessment showed us that we have some really great strengths that we don’t realize because, often as an organization, we don’t take the time to just slow down, breathe and reflect. So it was a great opportunity to do that. We saw our strengths and we definitely saw our gaps and weaknesses.
I appreciate that CAFO has this tool for us to use as leaders and I hope that we use it honestly - that we don’t just answer the questions based on what we want, but what’s actually true so that we can monitor and evaluate, ‘Okay, where is this program going?’ and then do better.”
- KIMBERLY QUINLEY, STEP AHEAD FOUNDATION
Summit is around the corner! We encourage you to set aside 30–40 minutes this month to complete your Self-Assessment. We’re confident this simple step will equip your team and help us all move toward better care—together.
Learn more and complete the Core Elements Self-Assessment: https://cafo.org/research-center/improving-care/
Questions? Reach out to jedd.schroy@cafo.org
TWO FINAL NOTES
SUMMIT BOOKSTORE
We often get asked if presenters’ books can be sold in the Summit bookstore. The Summit bookstore has limited space and thus is reserved to resources that reflect the theme, are authored by our main stage speakers, or are helpful to the pursuit of spiritual formation. Presenters are encouraged to sell their books through their exhibit booths. If you have any questions about this, please reach out to Ashley.
CONTINUING EDUCATION UNITS (CEU)
Every year, we endeavor to provide as many sessions for CEU credit as possible. There are several steps to the process. First, we supply all the needed information to the NASW months before Summit (this is why it is imperative we receive your prompt cooperation in completing the Presenter Agreement, as it contains the required information for the NASW). Once we receive the list of approved sessions back from the NASW, we will notify you if your session qualifies. Finally, we ask that you underscore the importance of participants filling out the survey for your session, as that is a mandatory step in receiving CEU credit (we will remind you of this as Summit gets closer).
