Human to Human

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

a. Do you have any ‘top tips’ on special needs for a group of this size?
As Lisa says, the wall is really important and I leave it chaotic with post-its on one side and room for the folks at the wall on the other.

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?

With 600 I go with more concentric circles. I find that when the centre circle is at or over 150 people, then the connection with the sponsor and the opening is less. I prefer a centre circle of between 100 and 150. A small platform, one step up at the most, in the centre of the circle might help but it must be easily gotten on and off of. I would not build fixed seating in risers.

c. How much extra time will be needed for the agenda setting, given the size of the group?
I have not experienced that a lot of extra time is needed – say .5hr.

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.

I plan for .7 times the number, say about 42 per round and then have extras available, so that is similar to your number for 100. I’ve never had need for 150 breakout slots in a given round of OST discussions with 600. You know your people better than I and the theme for this event. The amount of passion evoked by the theme question shapes the number at any given round. You are talking between 3-4 rounds of discussion.

e. 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:
I would go with the simplest agenda and 1.5 hour session. With this number, there will be more time for folks to move between sessions so allowing 1.5 hours for each will give them the freedom to self-manage that time – which for me is the genius of OST. Building in breaks makes it seem like any other conference and reduces the “whenever its over, its over” injunction.

Larry

Many of my colleagues and I are being asked to scale up our work, both in purpose and in the number of people participating. Recently there was a discussion on the OS listserve about tips for hosting OS in groups of 600. Everything from room setup to expected number of groups to adjustments in time needed, etc. Very helpful. With thanks to my OS colleagues.

From Lisa Heft, an excellent post from her experience of hosting with the Girl Scouts.

From Larry Peterson, a practitioner based in Toronto, Ontario, another excellent post.

From Chris Corrigan, this: “Oh…one thing I did in my 600 person OS that really helped was to have someone writing up the agenda for the first session as it was being produced and once the agenda setting session was over we projected it on large screens. THat just saved traffic piling up at the wall and 600 people all trying to read one person’s handwriting. Subsequent sessions were projected as the day went on.”

And this, “emphasize the 1.5 hour part. 600 is a lot of people. Don’t rush them.”

From Harrison Owen, this on moving people along: “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.”

And this, “I have always found that it is much easier to work with a group this size and larger. Everything works just the way it always does, even down to the amount of time it takes to get started – an hour an a half – and any thought that you might be able to control the situation is simply unthinkable.”

Germany, July 2008 — MS Word

New York, October 2008 — MS Word

Florida, November 2008 — MS Word