OPEN SPACE EVENT CHECKLIST

This list has grown through the years as I’ve worked in a variety of settings. Not everything applies to every event, but I find walking through it can trigger useful conversations at times. The main value of the list is it lets me focus on what’s most important – the people and their aspirations.

Pre-event Planning

· Pick theme (what’s the intention?)

· Determine who to invite, determine anticipated attendance

· Set date

· Select a space (large room, no obstructions, adequate wall space, tape on walls okay)

o Circle for main room, flexible breakout room configurations (adequate space for main room = room capacity/2)

o Accessibility okay?

o Breakout Rooms (number )

o Smoking area?

o Registration area

· Decide what, if anything, to do about assessing the outcomes

· Plan strategy for getting support from the people who can impact the event

· Develop and send invitation

· Develop registration packet (e.g., pre-reading, logistics, travel support – hotel rooms, cars, maps)

Logistics

· Work with “space” staff on room set-up (circles are an unusual request; offer a book or article on OST)

o Get list of breakout room names, maps to rooms

o Any signage required to find spaces?

· Plan meals (ideally buffet; food that can be out for several hours)

o Arrange details with caterer (breakfast, lunch, dinner, breaks)

o Arrange for any special food needs

· Arrange for wireless microphone, plus spare battery

· Proceedings plans

o Done by hand? By computer?

§ If by computer, arrange for computers (about 1 per breakout space)

· 1 printer

· Adequate power, tables for computers

· Template for compiling proceedings (topic name, convenor, participants, discussion)

o Copying arrangements? Internet site arrangements?

o Cover design?

o Introductory remarks?

o Participant list (contact information)

· Any legal issues to consider?

· Any union issues to consider?

· Set date for debrief

Supplies

Main Circle

· Paper for Issues (quartered chart paper; create a feeling of abundance)
Magic Markers (lots, create a feeling of abundance)

· Post-its (3x5 to make time-space grid)

· Tape on agenda wall

Breakout Spaces

· Masking tape (1 roll per breakout space)

· Magic markers (2-3 per breakout room)

· Flip charts (1 per breakout room)
Convenor responsibility sheet to help with note taking (enough for each session, plus a few)

Registration

· Registration list

· Name tags, pens for writing names if not pre-printed

· Any welcome materials (logistics information, journal, pen)

Other

· Talking object

· Bells or other attention getter

· Business cards, flyers, other info of value to share on a resources table

· Clip board and e-mail sign-up sheet for recording who owes reports

Day of event set up

· Prep sponsor for doing opening and their role (participate!)

· 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, microphone

· Make signs (law, principles, surprise, news room, theme, time/space matrix, breakout space labels)

· Make circle, put blank paper for issues and markers in center

· Put supplies in break out rooms

Post Event

· Hold debrief

· Copy and distribute proceedings and/or put on internet site

· Write thank you’s

· Any assessment activities?

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Notes on the Invitation Contents

Just to be sure that whatever can be turned into a list has been, what follows are topics for the invitation. Include:

something that clarifies that this is an invitation

(there is choice about attending)

the purpose of the session and desired outcome(s)

the host

some information about the approach

(in 25 words or less, what is Open Space?)

times; start and end times for each day

(allow 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

idea that people should come for the whole event (no drop-ins)

how to contact someone for more information

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Coaching for the Sponsor on the Types of Things They Might Say When Opening the Session

(talk no more than 5 minutes!)

· Thanks for coming

· The purpose of the event

· Who is here

· Their commitment to the group: what they personally will do with what comes out the other side (e.g., will support people in implementing whatever is within their span of control; will work with them for those things outside). Acknowledge any constraints (e.g., time, budget).

· Their hopes and expectations for the group and what it can become.

Developed by Peggy Holman

peggy@opencirclecompany.com

www.opencirclecompany.com