<div>Hiya Marty.</div>
<div> </div>
<div>Please forgive the brevity of this reply. I've got a lot to crack through today.</div>
<div> </div>
<div>I've been involved in a number of very large OS events, including one for 1,000 people.</div>
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<div>These are my top tips and watch-outs!</div>
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<div>1) If you have more rounds of OS (sessions, in your words) you'll need fewer places to meet.</div>
<div> </div>
<div>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).</div>
<div> </div>
<div>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.</div>
<div> </div>
<div>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.</div>
<div> </div>
<div>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.</div>
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<div>6) Yes, it will take a long time for people to annouce their sessions. I can't see a way to avoid this.</div>
<div> </div>
<div>7) Consider having video cameras and big screens so that everyone can see you, and the session announcers.</div>
<div> </div>
<div>Happy to talk with you offline if that would be helpful.</div>
<div> </div>
<div>Break a leg!</div>
<div> </div>
<div>Jack</div>
<div> </div>
<div>Jack Martin Leith<br>Bristol, United Kingdom<br>Mobile: 07831 840541 (+44 7831 840541)<br>Skype: jackmartinleith<br>email: <a href="mailto:jack@jackmartinleith.com">jack@jackmartinleith.com</a><br><a href="http://www.jackmartinleith.com">www.jackmartinleith.com</a><br>
Follow me on Twitter: <a href="http://twitter.com/jackmartinleith">http://twitter.com/jackmartinleith</a></div>
<div> </div>
<div><br><br> </div>
<div class="gmail_quote">2008/12/10 Martin Boroson <span dir="ltr"><<a href="mailto:marty@becomingme.com">marty@becomingme.com</a>></span><br>
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<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">Hello everyone:</span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"><br>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.) </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">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! </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">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.</span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">So my specific questions are:</span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">a. Do you have any 'top tips' on special needs for a group of this size?</span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">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? </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">c. How much extra time will be needed for the agenda setting, given the size of the group?</span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">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.</span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">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:</span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">Version A: 3 sessions, each 1.5 hours in length; no tea breaks or transit time between sessions.</span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">8.30 – 10.00 Intro and agenda setting</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">10.00 – 11.30 Session 1</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">11.30 – 13.00 Session 2</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">13.00 – 14.00 Lunch</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">14.00 – 15.30 Session 3</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">15.30 – 16.30 Closing Circle</span></font><font face="Book Antiqua"><span style="FONT-FAMILY: 'Book Antiqua'"></span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">Version B: Same as A, but sessions are 1 ¼ hours in length; with 15 minute transit times or tea breaks</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">8.30 – 10.00 Intro and agenda setting</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">10.15 – 11.30 Session 1</span></font></p>
<p style="MARGIN-LEFT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">11.30 – 11.45 Break</span></font></p>
<p style="MARGIN-LEFT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">11.45 – 13.00 Session 2</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">13.00 – 14.00 Lunch</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">14.00 – 15.15 Session 3</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">15.15 – 15.30 Break</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">15.30 – 16.30 Closing Circle</span></font><font face="Book Antiqua"><span style="FONT-FAMILY: 'Book Antiqua'"></span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> Version C: 4 sessions, each 1 hour in duration; no transit time</span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">8.30 – 10.00 Intro and agenda setting</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">10.00 – 11.00 Session 1</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">11.00 – 12.00 Session 2</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">12.00 – 13.00 Lunch</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">13.00 – 14.00 Session 3</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">14.00 – 15.00 Session 4</span></font></p>
<p style="TEXT-INDENT: 36pt"><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">15.00 – 16.30 Closing Circle</span></font><font face="Book Antiqua"><span style="FONT-FAMILY: 'Book Antiqua'"></span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">THANK YOU!</span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'">Marty</span></font></p>
<p><font face="Book Antiqua" size="3"><span style="FONT-SIZE: 12pt; FONT-FAMILY: 'Book Antiqua'"> </span></font></p></div></div>* * ========================================================== <a href="mailto:OSLIST@LISTSERV.BOISESTATE.EDU" target="_blank">OSLIST@LISTSERV.BOISESTATE.EDU</a> ------------------------------ To subscribe, unsubscribe, change your options, view the archives of <a href="mailto:oslist@listserv.boisestate.edu" target="_blank">oslist@listserv.boisestate.edu</a>: <a href="http://listserv.boisestate.edu/archives/oslist.html" target="_blank">http://listserv.boisestate.edu/archives/oslist.html</a> To learn about OpenSpaceEmailLists and OSLIST FAQs: <a href="http://www.openspaceworld.org/oslist" target="_blank">http://www.openspaceworld.org/oslist</a> </blockquote>
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