Timing for really large groups

Wed Jun 15 17:42:35 PDT 2005

Hi Lisa!

Thanks for your spirited input.  I love the visual aid idea (great pics!)
and having the 4 mikes in the aisles.  The discussion area environment
enhancement crew also bears consideration and the sign-in sheets on clip
boards are a great addition.

My absolute favorite suggestion is the roller skates.   Although getting on
the escalators to some of the breakout rooms might take some doing.

Hugs and thanks for being with us in spirit,

Christine

Christine Whitney Sanchez
Triune Milagro, LTD
480.759.0262
VISIT OUR WEBSITE:  www.triunemilagro.com

Invoking the wisdom and capacity of the human spirit!

  -----Original Message-----
  From: OSLIST [mailto:OSLIST at LISTSERV.BOISESTATE.EDU]On Behalf Of Lisa Heft
  Sent: Wednesday, June 15, 2005 3:54 PM
  To: OSLIST at LISTSERV.BOISESTATE.EDU
  Subject: Re: Timing for really large groups

  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&x
m=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

  lisaheft at openingspace.net

  www.openingspace.net

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