When very large numbers of people have a meeting, the typical design is to turn it into a classroom with pre planned speakers and topics. While this can be stimulating to some, it has several potential down sides, especially for the more experienced attendees. Namely:

• The topics are not exactly the ones I am interested in.
• Much too little interaction and dialogue.
• Presenters tend to be entertaining or boring and their style overwhelms their topic.
• Because the presentations are pre planned, they loose flexibility.
• The attendees are passive and loose energy.
• It is all presentation, no action, no decisions, no coalitions.
• People with similar interests connect only by chance.
• Lots of time and cost go into planning.
• The tyranny of experts is supported.
• Little feedback or insight into the attendees real needs are articulated.
• Experienced conference goers consistently report the highest value is in the informal, in?between conferences which take place by chance meetings in the hallways or at meals.

An Alternative

The open space conference is designed to build on all the above concerns. It brings together any number of people in a formally structured process of articulating what each person wants to conference on, then systematically connects them to others of like interests, in a dialogue heavy setting where decisions and actions are likely. It is a highly fluid, responsive and flexible design. It nurtures diversity and diverse view points. Where as a typical conference or large meeting structures the content and neglects the process; an open space meeting structures the process and lets the content evolve.

Here is how it works:

Open Space Meeting Set Up

The room must be large enough to accommodate everyone at the meeting in the style described below. The walls of the room must be suitable for taping chart paper and writing on it. The walls must be smooth to allow writing easily. The ideal room is square with a minimum of 100 foot long walls for a total wall space of 300 linear feet.

Nothing else is needed in the room except what is described below.

1. Chairs in a circle. Open space in the center of the circle thirty feet in diameter. If one ring of chairs will not seat everyone expected add more concentric rings. Leave several breaks in the chairs so people can pass to the inner circle.

2. In the center space place four tables each large enough to hold two flip chart pads without over lapping or being over the edge of the tables.

3. Three fresh, black markers on each table.

4. Hand held ( not clip on ) wireless mic on one table in the center.

5. On the walls are to be posted 26 signs. Each has one letter of the alphabet on it. Capital letters. At least ten inches high. These signs are to be spaced equally around the perimeter of the room. The room must be large enough so that there are at least fifteen feet between each sign. The signs must be placed six feet above the floor. They must be securely mounted so that they do not fall off during the day.

6. Under each sign and five feet above the floor, attach four sheets of flip chart paper to the wall with pins or masking tape. Alternatively a flip chart stand and pad can be at each alphabet label.

7. At each label leave sufficient pins or tape so that three more sheets of flip chart paper can be hung on the wall.

8. Overhead projector and a large screen placed in a corner. This must be bright enough so it can be used with the lights on.

9. During the introduction all the headings listed below are reviewed with matching overheads on the projector.

Topic Selection

Whoever has a an issue about which they are sufficiently interested or passionate and willing to take some responsibility is invited to write the topic on a sheet of newsprint and sign you name. Then take the mic and announce your topic and your name. Now go to the wall and post your topic. You may stay with your topic or sit.

Pursuing Individual Interests

In a few minutes you will have the chance to indicate which topics are of interest to you by placing labels on the topic sheets on the walls. (Each person has a dozen white, peel off labels about the size of a name tag label.) No need to prioritize now, place as many stickers as you wish when the time comes to place them. You may not be able to participate in every topic of interest today.

For each label you place, WRITE IN YOUR NAME, and three things on the label:

Size of Institution:

Small = 0 to 3 full time employees.

Medium = 4 to 10 full time employees.

Large = 11 or more full time employees.

Type of Institution:

A=art

H=history

S=science

B=garden/arboretum

C= children's' museum

Your Primary Role:

T= trustee

D= director, CEO, president

DD=deputy, assistant director

$= development

C= curator

E= educator

MP=marketing, pupil relations

A= administration, accounting

S= security

If the above codes do not fit, write in what does.

Do What is You

Now go to the topic you wish to work on. The person who posted the topic will be there and will begin the dialogue. You should use these guidelines in deciding how to behave.

• Butterflies?Feel free to flit from topic to topic.
• Bumblebees?Take ideas from one topic to another and cross pollinate.
• The rule of two feet?Always follow this rule. When the discussion is no longer of interest, use your two feet to move on.

Conference princilpes

1. Who ever comes is the right people.
2. What ever happens is the only thing that could have.
3. When ever it starts is the right time.
4. When its over, it is over.

Conference Newsletters

At the end of each 1/2 day the discussion leader writes up a brief set of minutes including: Topic Name, Topic Description, What you talked about, Who was there, Do you plan to meet again? If so what will be the focus. Any particular individuals or roles or functions your topic would like to have join them? . Any decisions or actions taken?

Ideally, many computers are available to enter the minutes in. Other wise neat hand writing is fine.

The Conference News is published at lunch. It lays the foundation for repeating the whole cycle in the afternoon i.e. Topics Posted, People Choose, Dialogues Happen, Conference News is published at dinner.

Typical Agenda Unit

8am Welcome

8:15 Topics Selected and Posted

8:45 Participants indicate interest with stick on labels.

9:00 Participants choose their topic

9:15 Dialogues begin (groups take breaks as needed) Everyone stays in large room so butterflies and bumblebees can find all the groups.

11:30 Each Topic writes its minutes.

12:00 Lunch and Conference News

Repeat the cycle after lunch, after diner, etc.