advice on os for 600

Wed Dec 10 12:44:15 PST 2008

Hi, Martin -

(Martin has asked for tips for a 600-or-so person Open Space event)

So - As part of Christine Whitney Sanchez' wonderful team for the Girl
Scouts USA event, I facilitated a pre-conference Open Space for 700+ people.

(I smile when I think of your comments, Harrison - I, too have done OS for
2,000 so to me 5-600 sounds like a breeze. But Martin - it's new until you
have done it a few times, eh? And we are all happy to help).

The hotel ballroom I used for that was (according to the hotel) about 21,000
square feet - though it was a bit long rather than square.  Being a person
who absorbs information by graphics and not by numbers, this does not help
me and I usually ask the site to see if they can help by creating a to-scale
diagram of the room-sets we are discussing, to see if it all works as we
discuss our variations before settling on one.

In very large events, I find that it may not be possible to have an opening
circle set-up as a circle (or concentric rings) -and also- the ability to
set up 50+ discussion areas.  

Elements influencing this may be the size of the room, time it takes to move
across the room, fire codes and safety issues, and so on.

So.  On this list we have shared so many experiences about what-ifs
regarding room set-up, and we have collectively found that the circle - for
opening and closing - is essential. As not all rooms alow that, we have
collectively found that the *feeling* of circle and the facilitator's body
use to *imply* and set that circle is essential.

Therefore, in large events / spaces - think about this:

(for those of you who think graphically, take a piece of paper - write
'Agenda Wall' at the top, make a little square in the center, and then draw
a 'cross' bisecting the page from top to bottom and from left to right)

.         I have the Agenda Wall along one very long, approachable wall
(like always).

.         I have the site set up a small platform in the center of the room
upon which I stand (so everyone can see me and know where the sound is
coming from when I speak).

.         I have the room set up as pre-set circles of chairs (zero tables
of course), allowing for a good wide 'cross'-shaped aisle bisecting the room
(my platform is in the center of that cross, one 'arm' leads to the Agenda
wall and on the other three 'arms' are.topics tables.see below).

.         In the other three 'arms' of the cross-shaped aisles (not the one
leading to the Agenda Wall) I have - in each of those - three or four
rectangular tables touching/in a line to form in each aisle one very long
table.  On these tables I have pre-set many markers, plus many topic signs.
If the time is short I pre-affix the little time/space post-its to those
topic signs, if not I put those post-its to the side of the Agenda Wall in
the usual way.  At the center end of these sign-making stations I position a
microphone on a stand. I also hold a microphone.

.         In the center of every of the 50+ circles of chairs I have a
location sign (such as "A" or "AA"), notes-taker forms, and sign-in sheets
to pass during a discussion.

(there are more than 50 possible conversations of course, as you have your
different session times x number of discussion circles - the numbers of
discussion circles depends on the size of the room - for large groups I like
to imagine my group size divided by 15 to imagine how many discussion areas
- others do this differently)

.         On the walls (for visibility and help with traffic in a very large
room) I have big signs that say things like "A through N" so one can look
across the room and know where to walk to.

People start by coming into the room and sitting anywhere - in any one of
those little circles of chairs. 

I open, explain process and guidelines, from my little platform in the
center.

I invite people to come to the sign-making tables, make a topic sign, come
to their microphone, announce their topic, and post it on the Agenda Wall.

As people do this I indicate each next speaker, in the round. I am still
using / physicalizing the opening circle.  My indication of who speaks next
also helps the seated participants know who is speaking next. With a large
room it is useful to know this as the sound sounds like it comes from
everywhere.

Agenda co-creation in my experience has never lasted longer than 1 hour 15
minutes - no matter how large the group has been.

Then we are off - people simple go to the Agenda Wall (you want plenty of
room for traffic in front of that and it wants to be very long if possible
to allow all to see), put their names on the signs (if that's your approach)
or not, then go to the discussion areas where their preferred topics are.

**everything happens in the same big room**. **there is no space/time
in-between sessions on the schedule**  **food is also brought in to stations
around the edges of this room** **if there is a Newsroom, ideally it is also
along the wall of this same room**  ** if additional signage is needed
helium balloons or signs hanging from the ceiling may be used **  

We come back together at Closing Circle time by sitting anywhere. I am once
again twirling on my little platform in the center. I invite Closing Circle
comments and reflections, once again indicating in the round who next will
speak as they once again come up to stand at the 3 microphones.

We have a really delicious time.

My fabulous colleagues who also have done larger OS will give you other
ideas from their own experiences.

Our warm wishes go with you,

Lisa

Join me for the Open Space Learning Workshop this December 17-19 in San
Francisco -- for information and registration:
<mailto:lisaheft at openingspace.net> lisaheft at openingspace.net 

___________________________

L i s a   H e f t

Consultant, Facilitator, Educator

O p e n i n g  S p a c e

 <mailto:lisaheft at openingspace.net> lisaheft at openingspace.net

 <http://www.openingspace.net/> www.openingspace.net 

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