advice on os for 600 (Harrison)
Peggy Holman
peggy at opencirclecompany.com
Sun Dec 14 15:06:27 PST 2008
Martin,
I have no suggestions to add to what you've already heard but I will
offer a couple quick items from the OS I did with 2,100 in Bogota
(1,800 street kids, ages 14-22 and about 300 teachers).
First, pictures because I think they tell more than words:
From Bogota - http://www.kodakgallery.com/ShareLandingSignin.jsp?Uc=12z8htv.a6xi9ezn&Uy=-n1ik87&Upost_signin=Slideshow.jsp
?mode=fromshare&Ux=0
(guess I should move these to flickr one of these days...)
From Wuerzburg, Germany (taken by Erich Kolenaty of the OS that
Harrison and Michael did in Germany for 2108) - http://www.transformation.at/index.php?art_id=46
A quick story about balloons: Inspired by the idea from the German OS,
I suggested this strategy for Bogota before actually seeing the
space. We were at a school that had lots of class rooms so space
markers weren't necessary. Still, they had blown up quite a few
balloons because I suggested it. You'll see them in the pictures with
the kids in rooms all over the place. :-)
We had about 230 sessions posted - again about 10%. Seems this might
be a good number for large groups.
We ended up outside for the plenaries because they didn't have an
indoor space big enough for a group this size. (Since it was the
middle of the rainy season, the sunshine we had was a miracle!) We
used tape to create circles (about 13 deep) and aisles on the
courtyard pavement. Because the center of the circle was small, we
had teachers with markers and paper passing them out when the time was
right.
You'll see a photo with my colleague, Andres Agudelo, holding a
microphone as the crowd of kids around him announced their sessions.
This was their equivalent to a line. It was polite and respectful as
each took their turn. And such a contrast from the picture of people
in line in Wuerzburg! Announcing the sessions took about 45 minutes.
As Harrison said, just name and topic and on to the next person.
Another image you'll see is of the agenda walls. We set up a
different wall for each time period. A sheet of paper with the room
number writ very large was pre-set, as was tape to hold the session
announcement. So a session host just posted the topic announcement by
attaching to the tape already in place.
We also opened each plenary with a few minutes of silence. I think
everyone, especially the kids, were blown away by those few quiet
moments together. It was a statement of respect for themselves and
each other that they were so disciplined in these moments.
Guess that's about it for now.
Have fun!
Peggy
______________________________
Peggy Holman
The Open Circle Company
15347 SE 49th Place
Bellevue, WA 98006
425-746-6274
www.opencirclecompany.com
For the new edition of The Change Handbook, go to:
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"An angel told me that the only way to step into the fire and not get
burnt, is to become
the fire".
-- Drew Dellinger
On Dec 12, 2008, at 9:55 AM, Martin Boroson wrote:
> Hi Harrison
>
> Thanks for the idea about numbering balloons. I have been using
> balloons of different colours, which creates a lovely, playful feel,
> but I’ve also been worried about people who are colour-blind, and of
> course one does run out of colours that are easily distinguished.
>
> Numbering them solves this problem!
>
> Marty
>
> From: OSLIST [mailto:OSLIST at LISTSERV.BOISESTATE.EDU] On Behalf Of
> Harrison Owen
> Sent: 12 December 2008 14:58
> To: OSLIST at LISTSERV.BOISESTATE.EDU
> Subject: SPAM LOW: Re: [OSLIST] advice on os for 600 (Harrison)
>
> How do you estimate the number of breakouts to schedule?
>
>
> That was a dicey call. Michael and I figured 150 – but as the line
> of participants continued to grow – we knew that some adjustments
> were in order. Fortunately we were doing all this in a two large
> circus tents, and for breakout rooms we had 150 helium filled
> balloons numbered 1-150. To make a break out space, just grab a
> balloon and set up shop. As the need for more spaces exploded we
> just kept blowing up balloons. Worked like a charm and it was pretty
> too. Just imagine a field of waving balloons.
>
> Harrison
> Harrison Owen
>
> 7808 River Falls Drive
>
> Potomac, Maryland 20854
>
> Phone 301-365-2093
>
> Skype hhowen
>
> Open Space Training www.openspaceworld.com
>
> Open Space Institute www.openspaceworld.org
>
> Personal website www.ho-image.com
>
> OSLIST: To subscribe, unsubscribe, change your options, view the
> archives Visit:www.listserv.boisestate.edu/archives/oslist.html
>
>
> -----Original Message-----
> From: OSLIST [mailto:OSLIST at LISTSERV.BOISESTATE.EDU] On Behalf Of
> Martin Boroson
> Sent: Friday, December 12, 2008 8:21 AM
> To: OSLIST at LISTSERV.BOISESTATE.EDU
> Subject: Re: [OSLIST] advice on os for 600 (Harrison)
>
> Harrison,
>
> Based on your numbers below, that’s about 10% of the total
> participants who hosted sessions … further confirmation that the
> percentage drops significantly as the total number of participants
> increases.
>
> How do you estimate the number of breakouts to schedule?
>
> Many thanks,
>
> Marty
>
>
> From: OSLIST [mailto:OSLIST at LISTSERV.BOISESTATE.EDU] On Behalf Of
> Harrison Owen
> Sent: 11 December 2008 15:35
> To: OSLIST at LISTSERV.BOISESTATE.EDU
> Subject: SPAM LOW: Re: [OSLIST] advice on os for 600
>
> Jack said,” 6) Yes, it will take a long time for people to annouce
> their sessions. I can't see a way to avoid this.” For whatever it is
> worth, I have never found this to be the case. But you do have to
> keep the folks moving with a large group. I set the stage for this
> by saying as we start on announcing sessions that this is not the
> time for a speech. Just announce your title and state your name –
> and move on. One secret is that I ALWAYS hang on to the mike. I act
> just like a sticky microphone stand. If somebody starts on a speech
> (something more than title and name) I let them go for a very little
> bit and then intervene to say “No Speeches.” Some times you have to
> do this twice, but I have never had to do it a third time. Net
> effect is that even with very large groups (2108 German
> Psychiatrists) announcing 236 sessions took a little less that ½ an
> hour. No problem. Yes there were 236 sessions, which is a record for
> me. Of course they may have been just 234, but Michael Pannwitz will
> know J
>
> Harrison
>
> Harrison Owen
>
> 7808 River Falls Drive
>
> Potomac, Maryland 20854
>
> Phone 301-365-2093
>
> Skype hhowen
>
> Open Space Training www.openspaceworld.com
>
> Open Space Institute www.openspaceworld.org
>
> Personal website www.ho-image.com
>
> OSLIST: To subscribe, unsubscribe, change your options, view the
> archives Visit:www.listserv.boisestate.edu/archives/oslist.html
>
>
> -----Original Message-----
> From: OSLIST [mailto:OSLIST at LISTSERV.BOISESTATE.EDU] On Behalf Of
> Jack Martin Leith
> Sent: Thursday, December 11, 2008 6:36 AM
> To: OSLIST at LISTSERV.BOISESTATE.EDU
> Subject: Re: [OSLIST] advice on os for 600
>
> Hiya Marty.
>
> Please forgive the brevity of this reply. I've got a lot to crack
> through today.
>
> I've been involved in a number of very large OS events, including
> one for 1,000 people.
>
> These are my top tips and watch-outs!
>
> 1) If you have more rounds of OS (sessions, in your words) you'll
> need fewer places to meet.
>
> 2) When you estimate the amount of wall space needed to display the
> agenda, double it. As people post their sessions (in my words!) get
> them to string them out in a thin line (i.e. not stacked three deep).
>
> 3) After people have signed up you can scrunch up the session
> annoucement sheets (does anyone have a neat word for these?) and use
> the space that's left over for session reports.
>
> 4) If you're using the Post-it method for booking places to meet,
> show the capacity of the room on it. Imagine you're hosting a
> session, you've chosen a meeting place with a capacity of 20, and
> you see 50 signatures, you can do a bit of horsetrading to get
> yourself a bigger room while you're still at the wall. Otherwise by
> the time you discover the room's too small the 50 people will
> already be there, and 30 of them will be without a seat.
>
> 5) Personally I wouldn't worry too much about the concentric
> circles. Just have a circle of chairs inside another circle etc, all
> at the same height. Stagger them so that, if I'm sitting in the back
> row, what's in front of me is a smallish space, not another chair.
>
> 6) Yes, it will take a long time for people to annouce their
> sessions. I can't see a way to avoid this.
>
> 7) Consider having video cameras and big screens so that everyone
> can see you, and the session announcers.
>
> Happy to talk with you offline if that would be helpful.
>
> Break a leg!
>
> Jack
>
> Jack Martin Leith
> Bristol, United Kingdom
> Mobile: 07831 840541 (+44 7831 840541)
> Skype: jackmartinleith
> email: jack at jackmartinleith.com
> www.jackmartinleith.com
> Follow me on Twitter: http://twitter.com/jackmartinleith
>
>
>
>
> 2008/12/10 Martin Boroson <marty at becomingme.com>
> Hello everyone:
>
>
> I may have the opportunity to facilitate a one-day Open Space for a
> group of 500 - 600 people in January. The event is an annual staff
> conference for the UK division of a US multinational. (The
> confidentiality agreement is quite strict so I can't say who this is.)
>
>
>
> The vast majority of the staff will never have been to an event like
> this, as the staff conferences have usually been based on
> presentation, rather than participation. However, I've just done a
> day-long Open Space for the directors and senior managers, and based
> on the success of this, I believe they will decide this week to use
> OS for their whole staff, in order to foster a greater sense of
> community and introduce OS principles into their work practices.
> This is a huge culture shift, and yet it is happening very easily,
> so the moment must be ripe!
>
>
>
> We will be looking for a venue next week, and I'd like some
> practical advice, especially from anyone who has dealt with the
> special logistics of a large event like this. We may use a
> racetrack (enclosed and heated!), and if so, that would be big
> enough for most of the breakouts to be in the main area. If not,
> then I imagine I need to leave some extra space in the schedule for
> people to locate and get to the breakouts.
>
>
>
> So my specific questions are:
>
>
>
> a. Do you have any 'top tips' on special needs for a group of this
> size?
>
>
>
> 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?
>
>
>
> c. How much extra time will be needed for the agenda setting, given
> the size of the group?
>
>
>
> 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.
>
>
>
> 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:
>
>
>
> Version A: 3 sessions, each 1.5 hours in length; no tea breaks or
> transit time between sessions.
>
>
>
> 8.30 – 10.00 Intro and agenda setting
>
> 10.00 – 11.30 Session 1
>
> 11.30 – 13.00 Session 2
>
> 13.00 – 14.00 Lunch
>
> 14.00 – 15.30 Session 3
>
> 15.30 – 16.30 Closing Circle
>
>
>
> Version B: Same as A, but sessions are 1 ¼ hours in length; with
> 15 minute transit times or tea breaks
>
>
>
> 8.30 – 10.00 Intro and agenda setting
>
> 10.15 – 11.30 Session 1
>
> 11.30 – 11.45 Break
>
> 11.45 – 13.00 Session 2
>
> 13.00 – 14.00 Lunch
>
> 14.00 – 15.15 Session 3
>
> 15.15 – 15.30 Break
>
> 15.30 – 16.30 Closing Circle
>
>
>
> Version C: 4 sessions, each 1 hour in duration; no
> transit time
>
>
>
> 8.30 – 10.00 Intro and agenda setting
>
> 10.00 – 11.00 Session 1
>
> 11.00 – 12.00 Session 2
>
> 12.00 – 13.00 Lunch
>
> 13.00 – 14.00 Session 3
>
> 14.00 – 15.00 Session 4
>
> 15.00 – 16.30 Closing Circle
>
>
>
>
>
> THANK YOU!
>
>
>
> Marty
>
>
>
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