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You may also wish to read notes on this website such as Timeline, Invitations, Themes, Choosing A Room, Setting Up A Room, and Signage.
Sometimes you will find yourself doing an Open Space with a client / sponsor who has access to the latest in technology, state-of-the-art meeting rooms or retreat centers, and the budget to allow for a range of materials. Sometimes you may hold an Open Space with a client or community without access to technology, materials and very much of a budget. You may even find yourself holding an Open Space outside in a parkland or a plaza.
The following checklist, therefore is not to imply that these materials are essential or required for the success of your event - just to give you something to pick and choose from if it is of use to you.
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.
- Peggy Holman
| Pre-event Planning |
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Pick theme (what's the intention?) |
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Determine who to invite, determine anticipated attendance (in many events: encourage client/sponsor to keep an ongoing check to see if additional people are being invited to make the group more diverse, more representative of the fuller and more system / community / perspectives) |
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Set date |
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Select a space (large room, no obstructions, adequate wall space, tape on walls okay)
Circle for main room, flexible breakout room configurations (adequate space for main room = room capacity/2)
Accessibility okay?
Breakout Rooms (number )
Smoking area?
Registration area |
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Decide what, if anything, to do about assessing the outcomes |
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Plan strategy for getting support from the people who can impact the event |
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Develop and send invitation |
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Develop registration packet (e.g., pre-reading, logistics, travel support - hotel rooms, cars, maps) |
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Pre-prepare book of proceedings if possible On disk for newsroom coordinator to use for assembly during the event if appropriate - table of contents ready to fill in |
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