Pre-event Planning with Sponsor
- Determine whether OS is a good fit
- Name the theme, ideally in the form of a possibility-oriented question
- Determine who to invite, estimate how many attending
- Set date
- Select space (see notes on choosing a space)
- Decide what, if anything, to do about assessing the outcomes
- Plan strategy for enlisting people who can impact the event
- Send invitation
Supplies
Main Circle
- Paper for Topics
- Magic Markers (lots, create a feeling of abundance – enough for ~20% to be writing at the same time)
- Post-its (1 pack of 3×5 to make time-space grid; different colors for different times is nice)
- Tape on agenda wall
- Convener responsibility sheets (optional)
Breakout Spaces
- Label for the spaces that match the agenda time-space grid
- Masking tape (1 roll per breakout space)
- Magic markers (2-3 per breakout room)
- Flip charts (1 per breakout room)
Registration
- Registration list
- Name tags, pens for writing names if not pre-printed
- Any welcome materials (logistics information, journal, pen)
Logistics
- Work with “space” staff on set-up
- Provide an article or book on OST
- Room set-up
- Confirm how main circle will be set
- Identify breakout spaces
- Get list of breakout room names, maps to rooms, if needed
- Any signage required to identify spaces?
- Plan meals (ideally buffet; food that can be out for several hours)
- Arrange details with caterer (breakfast, lunch, dinner, breaks)
- Arrange for any special food needs
- Arrange for wireless microphone, plus spare battery
- Proceedings plans
- On the web? With onsite computers? By hand? By e-mail?
- If by computer, arrange for computers (about 1 per breakout space)
- 1 printer
- Adequate power, tables for computers, software (e.g., Word)
- Wi-fi arrangements
- Twitter wall?
- Web or proceedings cover design?
- Introductory remarks – who writes them?
- Participant list (contact information)
- If hard copy, arrange for copying
- Prep sponsors for opening (5 minutes of why they called the session and their aspirations for it) and their role (participate!)
- Any legal issues to consider?
- Any union issues to consider?
- Set date for debrief
Day of event set up
- Suggest sponsor write proceedings introduction sometime during the event
- Set up registration table (sign, name tags, pens, list: names, phone #s, addresses)
- Set up message area, registration table, signage, computers, microphones
- Make signs (law, principles, surprise, news room, theme, time/space matrix, breakout space labels, tape on the agenda wall)
- Make circle, put blank paper for topics and markers in center
- Put supplies in break out rooms
Post Event
- Hold debrief
- Copy and distribute proceedings and/or post on the web
- Write thank you’s
- Any assessment activities?
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Writing an Invitation
Be as brief as possible but no briefer. Include:
- Something that clarifies that this is an invitation
- Attending is a choice
- The purpose of the session and desired outcome(s)
- The sponsors
- Some information about the approach
- In 25 words or less, what is Open Space?
- Times; start and end times for each day
- Remember time for registration on first day
- Logistics
- Location
- Hotel, meal and transportation information
- Appropriate dress
- How to register
- Who received the invitation
- If numbers are limited, then “first come” message
- Come for the whole event (if no drop-ins)
- How to contact someone for more information
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Coaching Sponsors on Opening Remarks
(5-10 minutes)
- Thank you for coming
- The purpose of the event
- Who is here
- Your commitment to the group: what you will do with what comes out the other side (e.g., support people in implementing whatever is within their span of control; work with them for those things outside).
- Acknowledge any constraints (e.g., time, budget).
- Your hopes and expectations for the group and what it can become.
