1. Support planning meetings and other preparatory
conversations to address whole range of pre-event issues:
- Strategic issue(s) or purpose for the meeting/event
- Identification of the non-negotiable "givens"
within which participants will be invited to work
- Drafting of the invitation document and method
- Development of the invitation list and process
- Determination of event location and timing
- Answer emergent questions about design, process,
- Clarify assumptions and expectations about
what we know and do not know about what will happen during our
time together in open space
- Coach sponsors of event on how to answer
questions from invited participants
2. Review the invitation, once it has been
produced as a draft by the sponsoring organization(s) and/or
planning committee. Write an "agenda" for the event,
3. Visit the space proposed for the OS, meet
site staff, and confirm availability of essential needs, tape-able
wall space, open space for circle, breakout spaces.
4. Supply a detailed list of required materials
and equipment and supporting their acquisition as necessary.
5. Set-up the facility before the event, including
conversation with hotel/site staff to help them understand and
work most easily with the open space environment.
6. Prepare a single sponsor/leader to open
the space, introduction and 3-minute story of how we got to this
moment of opening.
7. Facilitate the event, including opening
agenda-making session, morning and evening news sessions, voting
and prioritization of issues, next steps planning, and closing
circle. This is usually the most visible and least time-consuming
part of the facilitator's work.
8. Coordinate the production of a proceedings
document for all participants:
- Create proceedings document with cover, invitation,
ballot, notes, participant list
- Coordinate gathering and compilation of notes
from workings sessions
- Deliver document for overnight copying, pickup
and distribute copies
- Add "next steps" action-planning
session notes to main document
- Enable ongoing open space via website, email
list and/or .PDF documents
9. Debrief with planners/leaders at the end
of each day, as needed.
10. Facilitate a 3- to 4-hour follow-up meeting,
6 to 8 weeks later, with leaders, conveners and/or others, to
see what has happened with "next steps" and determine
what, if any additional steps should be undertaken.