OPEN SPACE PREPARATIONS CHECKLISTS by Martin Leith
| Check the venue | |
| Is plenary room suitable? | |
| Plenty of blank wallspace in plenary room? | |
| OK to attach papers to wall of plenary room? | |
| Will a PA system be needed? | |
| Any restrictions such as no music, dancing, etc? Is it OK to have background music in the plenary room? | |
| Are the breakout rooms suitable? Do they have names? Is there a diagram showing their location? What other spaces can be used (e.g. lounge, bar, Jacuzzi, etc.)? | |
| Where will computers (etc.) be sited? | |
| Think about the registration process | |
| Check power supplies | |
| Is it OK with the venue to put up signs in the corridors, on doors and so on? | |
| Brief the venue | |
| Brief the venue. Make sure they know what’s going to happen. Get their support. | |
| Tell them how you want the rooms set up. Plenary room to have a circle of chairs ? concentric circles if necessary. (Note: circle, not a horseshoe.) OHP projector and screen to be hidden from view. A few tables placed next to the walls (for resources, etc.). Flipchart stand in each breakout room ? plus, if appropriate, in other areas mentioned above (any constraints?) How many flipchart stands can venue provide? | |
| Tea, coffee, hot water, soft drinks ? either constantly available, or very flexible arrangement. | |
| Confirm arrangements for meals (maximum flexibility for lunch). | |
| Photocopying facilities (make sure you know the procedure). | |
| Fruit to be available all day, including bananas if possible. | |
| Make arrangements for delivery of equipment. | |
| Who will be your main point of contact on the day? | |
| Equipment | |
| Flip chart stands ? one per meeting space (including group room) | |
| Overhead projector (“OHP”) and screen ? for use if required | |
| Ghetto blaster (with CD player if possible) | |
| Computers | |
| Computer printer | |
| Filing tray for session reports | |
| Electrical cable with sockets | |
| Talking stick or similar | |
| Matrix of rooms and timeslots, with prepared Post-it Note coupons that people will put on their posters. | |
Flipchart sheet with five principles of Open Space:
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| Flipchart sheet: Expect the unexpected | |
| “Convenors please note” sheets (one for each meeting space). | |
| “Breaking News” sign ? A3 or A4 | |
| Hole punch | |
| Scissors | |
| Cutting tool (e.g. scalpel) | |
| Long ruler for preparing matrix | |
| Stapler | |
| CDs / audio cassettes | |
| Camera | |
| Vase of flowers to put in centre of circle | |
| Consumables | |
| Floppy disks | |
| Flip chart pads ? one per meeting space plus at least two spares | |
| White paper, A3 and A4 | |
| Flip chart pens, permanent (not dry wipe), various colours, 50 -100 depending on number of participants | |
| Ordinary pens | |
| Box of OHP film | |
| OHP pens | |
| Personal programme sheets | |
| Session report forms (if applicable) | |
| Report binders (if applicable) | |
| Sellotape | |
| Masking tape | |
| Pritt or similar glue | |
| Blu Tack (= blue putty-type substance) | |
| Packs of coloured pens, many different colours in each pack, the type that children use | |
| Post-it Notes | |
| Roll of white paper, 1.5 metres wide | |
| Staples | |
| Badge making materials (if applicable) - coloured card, safety pins, etc. | |
| Film for camera | |
| Sticky dots, one pack (usually 200 dots per pack) of each of the following colours: red, blue, green, orange | |
| Metaplan hearts and flashes (if required) | |