The best open spaces I attended were those that had a dedicated time period. As soon as there are other planned activities in parallel, the open space experience drops as most will value passive learning over active participation, leaving the open space with fewer people and a bit less value.

Organization, some up-front coordination on a wiki prior to the event does a nice job of getting the day started and helping people figure out what the general points of interests are. For the rest, a flexible schedule is best. Topics will get added, removed and moved around. It even has to be encouraged.

In terms of spaces, I’m not a big fan of separate rooms. A large room with separate zones encourages people to just walk around, listen, and join if they feel interested. Rooms with closed doors never quite offer that.

You might want to look at what the RecentChangesCamp people do. A crowd of wiki collaborators doing a 100% open space event does provide some insight. This year, it will be held in Montreal around the end of June. (details: http://rococo2010.org)

I don’t think you should be asking the questions yourself.

I think it is fairly important to get the groups started fairly fast, otherwise good groups may die before they get started. Go find someone you know who are vocal and competent, and get their creativity flowing before the event. If you are lucky enough to know a bit about the topics beforehand, good for you.

At least hereabouts (Norway), people are reluctant to start a discussion, but they are more than willing to pitch in once the discussion gets going. You will have a hard time fulfilling this role as the host. You will be busy, and people will shut up and listen if you start voicing your opinions. After all, you are the host, and therefore an authority of sorts.

The best open spaces I have participated in resulted in summaries being posted online afterwards, with lively online discussions after the event. You may also want to take steps to facilitate this in some way.

My two minor coinage thingys worth. YMMV.

One important element, I think, is to invite people who have sufficient energy for the topic at hand.

Louis-Philippe, I think a single room works if the sessions either stay relatively quiet, or can tolerate noise from other sessions.

I’ve been to terrific open space sessions that involved games, simulations, or other activities that were quite loud. I’ve also been to sessions that delved into intimate topics that required quiet to maintain safety and focus.

In those situations, physical separation was a great benefit. Offering only a single large space would prohibit such sessions, or limit their value.

Of course, not all sessions require that, and not all open space conferences have sessions like those.

I think it’s often a good idea to allow for some sessions to be sufficiently separate to allow for either volume or intimacy.

My favorite (annual) open space conference has separate spaces, but open doors. The distance between spaces does limit movement. And the spaces are either uphill or downhill from each other, at an altitude (10000 feet) that discourages climbing and descending. We’re likely to be moving the conference to a more amenable altitude. Perhaps we’ll look for a venue that offers the possibility of multiple sessions in one room, and also allows for a few sessions to be either loud or intimate.

I like it, when there is a possibility to collect topics before the event. This gives you a head start, so you don’t waste as much time in planning then and there. Of course topics can be added and removed on the fly.

It’s nice, if there is a good moderator in each room, that helps the group to work effectively.

And it’s also nice, if every group produces an output. At the open spaces inside my company, this was a flipchart with either results that came out of the session, or a protocoll, what was discussed/done in the session. All participants where also written on the flipchart. This gives people not in the session the possibility to see what happend and ask the participants, if interested. We also presented the results after each session in front of the big audience, which was good for our purpose, but may not be appropriate in your setting.

Just as an idea: We had timeboxed slots of different length, because some topics required more time and some less.

Some bullets so far (from this and other sources):

• As host, keep out of the way (I’ll have to remember that) – don’t ask questions myself (facilitate, set expectations, and ge the heck out of the way)
• Collecting ideas ahead of time is ok, though anything is fair game at the start
• Produce an output – ask the session leader to produce some results
• Make sure it is clear that people are encourage to browse
• Different length times
• A common room is OK, but allow for different rooms (this physical environment is already pre-determined but does allow for this)
• Dedicated time period – this is set by the conference. There are 5-6 hours of free time and then 4 hours of keynotes intermixed – again, this is as the conference is currently scheduled

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I am ok with open spaces at conferences. I believe, like Jean-Philippe, that closed doors can be so confining. There is no room to express and to protest.

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I am up for any setup. If my mind is geared to understand the topic at hand, I should be able to pick up a lot at the conference.

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I’m aware of a few models of open spaces. What I really want to know is, what works for you.

A large room with separate zones encourages people to just walk around, listen, and join if they feel interested. Rooms with closed doors never quite offer that.

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