advice on os for 600 (Chris)

[Martin Boroson]

Hi Chris:

 

Took me a while to understand this:

 

Oh...one thing I did in my 600 person OS that really helped was to have
someone writing up the agenda for the first session as it was being produced
and once the agenda setting session was over we projected it on large
screens.  THat just saved traffic piling up at the wall and 600 people all
trying to read one person's handwriting.  Subsequent sessions were projected
as the day went on.

Let me see if I've got it right:  

1. Once the whole day's agenda setting is done, which is presumably close to
when the first session is about to start, you project a list of all the
topics scheduled for the first session only.  (Do you include the
locations?)

2.  Then, before the second session begins, you project the topics for the
second session. 

Etc . 

Is that right? 

I think it could really help some people, particularly those who feel
overwhelmed by the rush to the wall, the crush of people, and the huge
number of topics.

Thanks again,

Marty

 



Chris

On Wed, Dec 10, 2008 at 1:48 PM, Larry Peterson <larry at spiritedorg.com>
wrote:

Martin:

 

Lisa has some great ideas. Here are a couple more:   

 

a.  Do you have any 'top tips' on special needs for a group of this size?

As Lisa says, the wall is really important and I leave it chaotic with
post-its on one side and room for the folks at the wall on the other.

 

 

b.  Any special suggestions for how to create the circle/s?  (I am
considering three concentric circles:  one of cushions, one of benches, and
then one of chairs.  But we could also possibly build risers.  How much
space will we need for this circle/these circles?  Do you suggest three
concentric circles or more?  

 

With 600 I go with more concentric circles.  I find that when the centre
circle is at or over 150 people, then the connection with the sponsor and
the opening is less.  I prefer a centre circle of between 100 and 150.  A
small platform, one step up at the most,  in the centre of the circle might
help but it must be easily gotten on and off of.  I would not build fixed
seating in risers.  

 

c.  How much extra time will be needed for the agenda setting, given the
size of the group?

 

I have not experienced that a lot of extra time is needed - say .5hr.  

 

d.  How many sessions should I expect from 600 people?  (In a highly
motivated group of 100 people, I would usually provide breakout spaces for
about 50 sessions.  But my guess is that this ratio should go down as the
numbers increase.  Also, we expect a lot of people who are too shy,
reserved, or not sufficiently motivated -- this time -- to post a session.
So I am guessing that I'll need about 150 breakout slots.

 

I plan for .7 times the number, say about 42 per round and then have extras
available, so that is similar to your number for 100.  I've never had need
for 150 breakout slots in a given round of OST discussions with 600.  You
know your people better than I and the theme for this event.  The amount of
passion evoked by the theme question shapes the number at any given round.
You are talking between 3-4 rounds of discussion.

 

d.  Any advice on the schedule?  The day is limited to 8.30 - 16.30.  Some
people might be able to stay later, but we can't plan on this.  I normally
don't schedule tea breaks, but in this case, it might be necessary to give
people time to find their way around the venue.  Here are three versions:

I would go with the simplest agenda and 1.5 hour session.  With this number,
there will be more time for folks to move between sessions so allowing 1.5
hours for each will give them the freedom to self-manage that time - which
for me is the genius of OST.  Building in breaks makes it seem like any
other conference and reduces the "whenever its over, its over" injunction.

 

 

Larry

 

 

Larry Peterson & Associates in Transformation

Toronto, Ontario, Canada

larry at spiritedorg.com   416.653.4829 http://www.spiritedorg.com
<http://www.spiritedorg.com/> 

 

 

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-- 
CHRIS CORRIGAN
Facilitation - Training - Process Design
Open Space Technology

Weblog: http://www.chriscorrigan.com/parkinglot
Site: http://www.chriscorrigan.com

Principal, Harvest Moon Consultants, Ltd.
http://www.harvestmoonconsultants.com
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