Timing for really large groups

[Lisa Heft]

Hi, Christine and Claudia -

You wrote about doing a huge Open Space and I just wish I was there to
help you and see you do your marvelous work!!  I shall be there in
spirit, though, and I have a feeling so many of us on this list will be
right there with you, in spirit.

My largest OSs have been for 850 people and 1500 people.

I like all the ideas about computers - and I think projecting the agenda
on the wall (as well as physically posting in with paper as is usual) is
a great idea. Funda I love the image you've put in my mind about
checking for my flights (.into Open Space).

Other things I've learned:

In big events I have used 4 microphones / 4 stations in the circle at
aisles for people to walk up to to announce their topic.
The key is to set it up so most people seated in the circle can see
who's talking (so if there is a line of people waiting for a microphone,
that line goes down the aisle but not into the center of the circle.
Plus it is hard to note who is talking when so I use a visual aid for
the helper holding the mic to also hold up.  See the use of the paper
globes in this one event (photos on the upper left and upper center):
http://www.openingspace.net/gallery/agora.cgi?cart_id=3350965.28529*G53W
_6
<http://www.openingspace.net/gallery/agora.cgi?cart_id=3350965.28529*G53
W_6&xm=on&product=Signs_Used_in_Open_Space_Events>
&xm=on&product=Signs_Used_in_Open_Space_Events

I find it all goes very quickly.  I have never had a group take more
than about 1 hour 15 minutes from open to the close of agenda
co-creation.

I don't often invite people in large groups to sign the topics they
think they'll attend - I love it as a setting of intention but I have
found that it is the 'one less thing' I do that helps the traffic.  I do
sometime give participants in large groups a blank schedule page to
write in discussions they want to go to in session time zones so they
can walk around with this sort of note in hand.  Maybe that's helping
more than I need to - I don't always feel compelled to do this.

Also visuals in a big room can require making multiple principles, law,
theme signs and insects so people can see them from wherever they are in
the room.  I am always surprised at how long it takes to make the signs
(these large ones, the discussion area signs, and directional signs) for
a huge event.

Also if there are a large number of discussion areas I have found it's
helpful to have
  a) a box of materials in each discussion area (see:
and
  b) volunteers who circulate as sessions change to 'freshen' each area
(pick up / clean / straighten)

And if it is a huge event I find it can be useful to provide not just a
notes-taker form and blank sheets but also a separate sign-in sheet that
the convenor can pass around during the discussion (sometimes on a
clipboard).  Whomever is taking the notes also collects that sheet to
take with them to enter into the Book of Proceedings.

Hmmm. The only other thing I can think of is.wear roller skates.
L-o-t-s of mileage on the old feet in a big event, checking rooms,
collecting and moving things, checking in on your computer
'islands'.I've done large events with breakout areas on 4 floors of a
hotel (for example) where I was amazed at the ground I covered!

You are the best two for this job - I know they are in such good hands.

Lisa

___________________________
L i s a   H e f t
Consultant, Facilitator, Educator
O p e n i n g  S p a c e
2325 Oregon
Berkeley, California
94705-1106   USA
+01 510 548-8449
 <mailto:lisaheft at openingspace.net> lisaheft at openingspace.net
 <http://www.openingspace.net> www.openingspace.net


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