[OSList] OS for 1200+

Sun Oct 2 06:49:19 PDT 2016

Sounds like Lisa has it pretty well covered... but as usual I suspect she
may be working a little too hard. For example "group areas." You could do as
she suggests, but that presupposes, it seems to me, that you can prejudge
the actual group size/volatility/sound level/etc. I've never been very good
at that. In fact, I've always been wrong -- and there have never been any
problems that the people couldn't take care of in creative and effective
ways. So stealing an idea that Michael Pannwitz and crew used when we took
on 2108 German Psychiatrists: A circus tent and numbered balloons. A large
ball room will certainly do.

I don't remember all the details, and hopefully Michael will
supply/correct... 

We figured there might be 150 issues/groups. Turned out we were off (under)
by a huge factor, but that is a later story. Anyhow, we blew up (helium) 150
balloons and numbered them 1-150. While the folks were "at the Wall"
deciding their personal course of action, we distributed the balloons all
over the area, and placed two chairs by each. Each issue had a number, and
when the folks were ready they just found their balloon and went there. If
the group consisted of two people, they simply sat down. If the group was
massive, they claimed additional space and went to work. If too noisy, they
moved (practical application of the Law of two feet). No set up problems, no
separation issues... The people, as usual took responsibility for what they
cared for. And as usual, it worked perfectly. Almost time for a nap! (smile)

Harrison

Winter Address
7808 River Falls Dr.
Potomac, MD 20854
301-365-2093

Summer Address
189 Beaucauire Ave
Camden, ME 04843
207 763-3261

Websites
www.openspaceworld.com
www.ho-image.com

-----Original Message-----
From: OSList [mailto:oslist-bounces at lists.openspacetech.org] On Behalf Of
Ian Andersen via OSList
Sent: Sunday, October 2, 2016 5:56 AM
To: Lisa Heft -
Cc: OSLIST
Subject: Re: [OSList] OS for 1200+

Dear Lisa,
Thank you so much for this comprehensive roadmap through the challenges.
Clearly, my main concern is the mechanics of agenda setting and harvesting
with so many people, while keeping them safe. And of doing that within the
time and logistics constraints of the venue. I am relieved to learn that it
is not outlandish to think in terms of these numbers but possibly now more
worried about what it would take to hold it all together. I am still
hesitating on format  - OS or café - and I see now I will have to decide not
only based on process needs but also on rearrangement capacity of the hotel
crew.
I also realise acoustics is a major issue. Usually I try to keep groups 5-10
yards apart but there may not be enough space for that. 
I will be sure to keep everyone posted as to how it lands. :-) Warm regards,
Ian

Sent from my iPhone

> On 1 Oct 2016, at 21:54, Lisa Heft - <lisaheft at openingspace.net> wrote:
> 
> Dear Ian -
> 
> My own learnings, using Open Space with groups of 1,000, 2,000, 3,000 and
3,500 people:
> 
> The process is the same. The sense of discovery and (surprisingly)
intimacy in each conversation circle is the same.
> Only the space planning is different, but only slightly.
> 
> Imagine the huge room - perhaps it is a convention center or an exhibit
hall.
> 
> To me, it is a safety and a time issue, the way I set up the room at the
start. Too dangerous / difficult / huge to make an actual circle (or
concentric rings) for an Opening Circle. So instead, I invite participants
to come in and sit anywhere to start, and they are sitting in pre-set
circles-of-chairs all across the room. And then everything I do is
-implying- a circle, still - because that is what so many of us have learned
in our sharing about rooms and set-ups. Always, circle.
> 
> Therefore, just like for a small room, I divide the expected number of 
> participants by (an example) 12 (circles of 12 chairs - I make smaller 
> circles for smaller groups but find that more than 12 chairs makes it 
> hard to hear in a group / in a room where everyone is talking at 
> once.)
> 
> I see if that number of circles (plus a few more) can fit into this
super-large room. With more space in between the discussion circles than
(example) a banquet table seating. Because banquet spacing is too close
together with everyone talking at once. Nobody would be able to hear.
> 
> As sound and focus (microphone) is difficult in a huge room, I ask for a
(example) 6x6 foot / 2x2 meter (does not have to be exact) platform just a
few steps up, to raise the facilitator a bit higher. I also dress in a
bright color (different than my usual black which is for less focus) so I
can be seen.
> 
> I align the circles in straight rows. This is essential to me: It is both
for safety and for navigation. I put up “arena” signs. Like “A - K” and “L -
P” and so on - on the wall, at the end of each row. So a participant can
navigate easily without a map, just like in a sports stadium.
> 
> I put a letter and materials (a stack of participant sign in sheets, a
stack of white paper, several pens, a stack of notes-taker form cover
sheets) in the center / on the floor of each discussion circle.
> 
> For topic signs - as participants cannot reach too high up, even those
with full mobility, and as there are a lot of people for participants to see
over when they look at the agenda wall - I imagine a) a bit larger is useful
for sight, and b) people can only place let us say two topic signs tall on
the wall. So while I often use A4/letter-sized paper for topic signs, in
this case I use larger (in the US it is 11 inches by 17 inches) paper (I
think for you it might be A3?). I also have them printed with “Topic” and
“Convenor” - which I do not usually do. However in a super-large event I
find it is so useful for documentation purposes to ensure people posting
topics are reminded to add their names. Because this is a super-huge crowd,
I might have more than the usual six feet (2-or-so meters) of furniture-free
space all along the Agenda Wall. Because it is a super-huge crowd, maybe the
Agenda Wall covers one, two, three or even four of the walls. 
> 
> I still use posters for the guidelines (I find that something like
PowerPoint is gone from peoples’ minds the minute the next image happens) -
I just place more of them - like a set spread across each wall. 
> 
> If you were a butterfly on the ceiling of my room, you would look down and
see a platform in the center. And though you would see the rows of separated
discussion circles-of-chairs all nicely aligned - with some space in between
each circle in those rows - you would also see a larger aisle in sort of a
cross (+) formation. I am in the center on my platform. If I hold out one
arm towards the Agenda Wall, that is a larger aisle. If I then hold my arm
out to show the other three elements of that cross shape, those are the
other larger aisles. 
> 
> In the three aisles that are -not- pointing toward the Agenda Wall, I
place several long rectangle tables together to form a long long sign-making
station in each aisle. Because this is not a circle / because it’s a way for
people to ‘come to the center’ and make their topic sign. 
> 
> So when I have explained the process and then invite people to come up to
create their topic signs, participants come to the nearest sign-making
table, where there are already blank topic signs and assorted markers spread
out across those stations. There is a microphone on a stand at the end of
each station. I usually put a post-it on each sign with the time and
discussion area on it - pre-affix those, in a super-large event. And mix /
sort them out across each station. Helps things flow a bit faster, though I
would not do that in a smaller event. 
> 
> I invite the first participant ready to then come up to their microphone,
name their topic, and go post it on the Agenda Wall. (The Agenda Wall can
have a huge arena-style “10:00-11:00” etcetera in each location). I have a
few helpers just stand at the wall with a marker in hand in case they see
someone has forgotten to put their name on their topic sign.
> 
> I continue “in a circle” by indicating the next, next and next convenor to
name their topic at the mic. I turn / pivot in a circle, continuing this
circle feeling. 
> 
> Then we’re off and running (strolling, ambling, wheeling) through the day,
as usual. Participants go up to the Agenda Wall (because the signs are
bigger and not too many tall, they tend to spread out and also can see
better over each other) and then look over at the arena signs and then go
where they need to go. 
> 
> If I have helpers (very useful) they simply take (example) a quadrant of
the room to keep neat and safe across the day. 
> 
> Documentation design always (to me) depends on how the relationships and
ideas generated will be used post-event, how long is the event, what is the
capacity for your team to collect and transcribe post-event - whatever is
the full picture of what, why, for whom, within what time - which then
informs the “how” of documentation - and therefore its physical collection
process (as in “leave your documentation originals in these boxes” or “bring
your documentation to the Newsroom to transcribe it” or whatever.  Just as
it would be in a small OS event. 
> 
> Closing Circle is me / the facilitator welcoming people back (wherever
they are sitting, in the discussion areas across the room, that is fine -
and inviting a sampling of individuals to walk up to the microphones (which
are still on a stand at the end of each sign-making station) to share
reflections, and (again) I welcome each next speaker as I pivot / turn in a
circle. 
> 
> If the event is across the day, one thing the sign-making stations are
useful for is that they can turn into box-lunch stations mid-day. If lunch
is included I perhaps have the large event space create a few more food
stations in the corners of the room along which traffic can flow on both
sides of those tables, as well. Whatever the site team recommends for most
efficient traffic, food distribution and trash / recycling processes. 
> 
> I have had clients who have tried the addition of technology such as
posting agendas on various screens and such - but participants still seem to
look at a physical agenda wall, look at arena signs, and go where they need
to go. 
> 
> I have tried making 15 minutes in between each session for movement across
the room but I have seen participants simply stay longer or whatever - just
like in a smaller event - they stay or go. So I continue to do back-to-back
session times.
> 
> And just as for any other OS event, all of this depends on what else
happens before and after this section. That is if this is not the entire
process of an entire event. Because for example it takes hours and hours for
a site staff to set up a room. Is this room free for set-up before the OS?
Free for hours after if there is another part of the overall event that must
have a furniture re-set afterwards? And so on. 
> 
> Everything in context. Everything interrelated. 
> 
> And I am sure my colleagues have had other and different experiences, 
> which I look forward to hearing about

> 
> Looking forward also to hearing the story of how it all goes for you, 
> Ian, Lisa
> 
> Lisa Heft
> Consultant, Facilitator, Educator
> Opening Space
> 
> 
> 
>> On Oct 1, 2016, at 5:53 AM, Ian Andersen via OSList
<oslist at lists.openspacetech.org> wrote:
>> 
>> Dear friends,
>> 
>> I am in talks about hosting an OS for 1200+ pax. I have read Sharon 
>> Berlin Chao's report on 1000 under 4 hours. I was wondering if anyone 
>> else has tips or caveats to share? I am grateful for any help I can 
>> get! :-)
>> 
>> Warm regards,
>> Ian Andersen
>> Brussels
>> 
>> 
> 
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