SV: Large OS-meeting 600 persons

Mon Mar 21 08:24:54 PST 2005

Hi Gerard
Great to get an answer from one of my neighbours!
I think it´s difficult to make a connection during this half day. I tried
this earlier on but the conference, which is every second year, has some
"givens" that they didn´t wish to change - this time anyway. Maybe it will
be OS all the way next time? This is the first half of the second day and
after lunch there are some seminars and a final seminar where the whole
group is gathered.

Regarding the number of circles, I have calculated the following for 6
circles:
14m     70 persons
16      80
18      95
20      105
22      120
24      130
Totalt:600
I have planned to have one 2m corridor and four of 1m plus maybe make a few
more small openings in the outer 2nd-6th circles.

Having another circle outside would mean 5 circles instead of 6 and the
inner diameter 18m instead of 14m, actually the outer diameter of the inner
circle. It is possible with the amount of space we have, but of course it
takes some more of the space from the group-space. Hmm...have to think about
that one.

Another thing, the agenda wall. As we plan to beam the sessions on a large
screen I did not plan for more that 25 meters space for the wall. Good to
have it - just in case. It would get very crowded if everyone had to go
there but I expect that the very professional facilities will make
everything work. Just have to make sure that the one who types is very
professional too!
Cheers from a sunny but chilly "West Swenmark"
Thomas

> -----Ursprungligt meddelande-----
> Från: OSLIST [mailto:OSLIST at LISTSERV.BOISESTATE.EDU]För Gerard Muller
> Skickat: den 21 mars 2005 16:08
> Till: OSLIST at LISTSERV.BOISESTATE.EDU
> Ämne: Re: Large OS-meeting 600 persons
>
>
> Hello Thomas,
>
> How nice !!  And good to have such a large space.
>
> Clarity of instructions about the set-up really becomes important when
> the group size gets beyond a certain point.
>
> But unless you really have a powerful guardian angel, chances are
> there'll be quite a bit of work left - when the group size
> gets beyond 200 or so I always set things up the day before. And
> usually there are surprises - I'm sure you've all found yourselves
> in spaces where all the tables were still standing  - but with larger
> events there may be, say, cranes driving through your carefully set up
> space to set up the lighting, a band playing preventing you to check
> the sound system, a camera crew  (or several) going round
> and so on. A briefing some time ahead seems to help a bit.
>
> The fact 1200 participants some of whom it seems you would welcome to
> the OS are around makes me wonder how easy it would be
> if I was a participant in one of the other sessions to use my two feet
> and come to the OS (or the other way around). Could some sort of
> connection be created ?
>
> Given that it's so big, I would rather have fewer concentric circles
> and a larger space in the middle.
>
> I am glad I don't have to distribute (or count) your sticky dots. I am
> not sure how much more convergence it will be possible to get apart
> from the closing circle.
> Is there an opportunity later on in the program to collect ideas ? Is
> this the first or second day of the two-day conference ?
> Greetings from the west of Svenmark,
>
>
>
>
> Gerard Muller
>
>
>
>
> On Mar 21, 2005, at 3:30 PM, Thomas Herrmann wrote:
>
> > Dear friends in Open Space
> > In a few weeks time I will facilitate the large OST meeting I mentioned
> > earlier - 600 persons (municipal schoolmanagers from all over Sweden).
> > Thanks for the input I gained last time! I am working on the logistics
> > right
> > now.
> >
> > This is a very short OS, just a half day, so the logistics are very
> > important. The room is huge 52*42 meters so I plan to have 6-7
> > concentric
> > circles in the centre and 30 circles with 20 chairs around. There will
> > still
> > be space for some 10+ extra circles more, if needed. I use PowerPoint
> > to
> > write where I want the large circles, the small circles and extra
> > chairs. My
> > experience is that one cannot be enough clear and this way has worked
> > fine
> > for me.
> >
> > Some more details: We will use a wall as agenda wall but also the
> > issues
> > will be "beamed" onto a large screen. A person will write them on a
> > computer
> > as soon as they get up on the wall. We will use large helium balloons
> > to
> > mark each of the groups.
> >
> > The timeschedule looks like this:
> > 1 hour opening, angenda setting
> > 2 spaces for sessions á 1 hour
> > 1/2 hour for closing
> > Any ideas for the closing? I usually invite for a reflection using the
> > medicine wheel but this time it is hard to get it in. Would you
> > recommend
> > sending the talking stick and see what happens? (600 persons - 30
> > minutes,
> > which might be less once we are seated is not more than 3 sec per
> > person
> > which might be fine actually?
> >
> > In order to get some more info for the follow up, we will invite the
> > participants for a prioritization during lunch, using sticky dots. We
> > are
> > thinking about putting the dots out on each chair in the morning,
> > somehow,
> > so they get them straight away.
> >
> > This half day is part of a 2 day conference with 1800 participants.
> > Unfortunately the politicians will be busy in their respective party
> > this
> > half day.
> >
> > If you get any ideas of important details with large groups and little
> > time,
> > I´d appreciate it!
> > Kindest regards & have a great day!
> > Thomas Herrmann         Phone +46 (0)709-98 97 81
> > Open Space Consulting   Fax   +46 (0)300-713 89
> > Pensévägen 4
> > 434 46 Kungsbacka, Sweden
> > Email: thomas at openspaceconsulting.com
> > www.openspaceconsulting.com
> >
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