[OSList] Open Space flip charts, signage and proceedings

Fri Sep 23 04:46:07 PDT 2011

Michael -- Thank you for the memory! 2108 participants as I recall. And I
loved your typo. "We had larder balloons to float the posters,
butterflies..." 

"Larder balloons" -- I guess they must have been fat ones?

And GO Agile!

Harrison

Harrison Owen
7808 River Falls Dr.
Potomac, MD 20854
USA

189 Beaucaire Ave. (summer)
Camden, Maine 20854

Phone 301-365-2093
(summer)  207-763-3261

www.openspaceworld.com
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-----Original Message-----
From: oslist-bounces at lists.openspacetech.org
[mailto:oslist-bounces at lists.openspacetech.org] On Behalf Of Michael M
Pannwitz
Sent: Friday, September 23, 2011 4:35 AM
To: World wide Open Space Technology email list
Subject: Re: [OSList] Open Space flip charts, signage and proceedings

Dear Daniel,
in an ost event with 2108 folks we used balloons. Instead of A,B,C we 
used 1,2,3 etc ... there were 50 parallel sessions so we would have run 
out of letters and it seemed to work well to tell folks 1-20 is over 
there, 21 to 35 in the other tent, etc.
We tied the balloons to little cotton bags filled with sand... that 
allowed for great mobility.
Since we had far more than the expected 150 issues (50 breakout spaces 
and three starting times for groups), exactly 232, we needed to create 
additional balloons (we had helium tanks on the premise to blow up new 
ones), number them and hand them out... participants then created new 
spaces (in this event we had only a few chairs and 2000 cushions and 
some beer tent benches, which worked wonderfully, very flexible).
We had larder balloons to float the posters, butterflies...

Have fun
greetings from Berlin

Look here for pictures of the 2108 event in two huge beer-tents in 
southern Germany
>
http://www.boscop.org/events/165-jetzt-meine-leidenschaft-meine-verantwortun
g-ueber-die-tagung-hinaus

klick on the picture in the right upper corner and see 88 pictures

On 23.09.2011 05:40, Daniel Mezick wrote:
> On 9/29 in Boston, we (Agile Boston) are producing an event called Agile
> Day 2011 Boston. We have about 250 people coming.
>
> See http://newtechusa.net/user-groups/ma/agileday2011/
>
> The event includes an Open Space in the afternoon. We are planning full
> proceedings. The proceedings are to be delivered in PDF format not later
> than 48 hours after the event.
>
> We are taking a shot at experimenting with some small improvements that
> may prove useful for OST practitioners.
>
> Here is the list of things we are trying:
>
> 1. Helium Balloons for Session Location Signage. We are using helium
> balloons as the session-meeting-space signage. The balloons are marked
> A,B,C,D etc and then tied to chairs or easels. The letters and colors
> make it simple to use expansive convention spaces (no walls or corners)
> for OST and point people to session spots from very far away. "See that
> green balloon marked G way over yonder? That's your session!" Etc.
> Chairs can get moved around and the spot for meeting is still clearly
> marked and visible from far away. That's the idea anyway !
>
> 2. Yardsticks on Flipcharts. We know this one works. This technique
> originated with the Agile Boston group, which has done 6 Open Spaces so
> far. The technique allows the use of use flip charts in a session
> without the need for an easel. The flip chart goes on a chair instead.
> The technique goes like this:
>
> a. Get a flip chart, a yardstick, and some duct tape
>
> b. Affix yardstick to back of flip chart with duct tape, to make a
> backbone for the flip chart. Let 1/2 inch of yardstick protrude at
> bottom. This creates a little foot or anchor.
>
> c. Now place flip chart on chair. Back of chair supports yardstick,
> yardstick supports flip-chart. The yardstick makes the flip chart rigid.
> The 1/2 inch foot cushes into the chair seat cushion and keeps the
> flip-chart upright and easy to write on when seated.
>
>
> 3. Searchable PDF Proceedings.
> We are producing a high-quality, searchable, transcribed PDF of the Open
> Space proceedings. At least 100 pages worth. Up to this point few if any
> Open Spaces in Agile conferences are producing any proceedings. Those
> that are, are not producing a searchable file. Rather, the proceedings
> contain copies of proceedings forms, or scanned images. We are aiming at
> producing a searchable PDF by using a transcription service to convert
> scanned images to text to render said text searchable in a delivered PDF.
>
> Steps
>
> a. At the event and before, make it very plain that conveners are
> expected to make free-hand, paper-form-based proceedings happen. Provide
> forms and pens but do not force anything further per se
>
> b. When a convened session is over, conveners are expected to go to
> Newsroom with freehand forms filled out, to hand over.
>
> c. Volunteers rush to meet and serve convener, bench-checking the
> handwritten form, photographing any artifacts generated on flip-charts,
> and finally, sending the convener on his or her way thereafter.
>
> d. Copy of proceedings-form is made, gets posted immediately in Breaking
> News. Original gets scanned, sent to transcribers by email and filed.
> Said transcribers send back RTF file. RTF file is inserted into PDF and
> is now searchable etc. JPG artifacts are added as needed per session.
>
> e. The completed searchable PDF is posted on a public share, free to
> anyone in the world who has the link.
>
> f. Expected latency is no more than 48 hours per 200 pages of
> proceedings generated
>
> We expect 20 sessions per round over 3 rounds of 50 minutes each in this
> afternoon event. We expect 230++ people so we expect 60 or 70 sessions
> to document.
>
> We plan to post a full experience report here after the event, to let
> you know how it goes, what we learned etc. We welcome and strongly
> encourage suggestions, historical information about similar stuff people
> have tried, specific guidance and so on. The event is in one week.
>
> Dan
>
> --
> Daniel Mezick, President
> New Technology Solutions Inc.
> (203) 915 7248 (cell)
> AgileDay2011 Sept 29! <http://newtechusa.net/user-groups/ma/agileday2011/>
>
> Bio <http://newtechusa.net/dan-mezick/>, Blog
> <http://newtechusa.net/blog/>, Twitter
<http://twitter.com/#%21/danmezick/>,
> Team Training <http://newtechusa.net/services/agile-scrum-training/>,
> Team Coaching <http://newtechusa.net/services/agile-scrum-coaching/>
> Agile Boston! <http://newtechusa.net//user-groups/ma/>
>
>
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-- 
Michael M Pannwitz, boscop eg
Draisweg 1, 12209 Berlin, Germany
++49-30-772 8000
mmpanne at boscop.org	www.boscop.org

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