Take on the Challenge: Inclusive Remote Event at Scale
Reflections from curating a 24 hour remote global Open Space on the Future of Work
Post co-authored by April Jefferson and Line Morkbak
The idea for a 24 hour open space event was hatched — drumroll … at an Open Space event! For those passionate about Open Space you are probably not surprised to hear that, as you likely have experienced the free, collaborative spirit which often exists as we are engaging in Open Space conversations. April put out her original idea: “Couldn’t it be fantastic to hold a 24 hour long Open Space event?”. Line was quick to grab the idea midair and started thinking out loud about “the global potential of an event which would span all time zones of our globe”.
It only took minutes for the spark of that first question to forge a deep connection between the two of us and for ideas to start bouncing between us. Our mutual passion to build a bond and organically thrust this idea into action was honored. Our first brainstorming meeting got scheduled right there and then.
This wonderful experience confirmed each of our experiences with Open Space. That the unique format of Open Space creates a container where we can build on each other’s ideas naturally, with trust, and effortlessly.
The Vision
The ping ponging of ideas came naturally. In no time our vision for the gathering was shaped. We wanted to:
- Create an inclusive Open Space conversation.
- Invite existing and new voices engaged in the future of work.
- Merge thought communities on a global scale and use Open Space as the container for that conversation.
- Curate a space to build upon each other’s thoughts and give agency to move into action.
Intentional invitation
We picked a date, trying our best to be mindful of mayor religious celebrations and national holidays. In an effort for the event to be truly global we started imagining who would be attending. People from different continents, from different thought communities, folks with extensive experience, and people curious to learn more. For that to materialize we designed a not for profit event with a pay-what-can ticket option. We also sought after, and invited Open Space facilitators from different demographics and networks. Intentionally we were looking for a variety of experiences, styles, and temperaments.
We, April and Line, shaped the container and facilitators and volunteers were engaged as collaborators. They were invited to co-create the global gathering with us. We were intentional as we encouraged ideas and input to shape what we wanted to be a connected experience. We offered multiple meeting options for our discussions as we had people from a large range of time zones. Our WhatsApp group early on became an essential, quick way to communicate amongst collaborators.
Circle Teams
Early on the idea of capturing the conversations during the event visually was embedded and we extended the invitation to graphic recorders to see who could be interested in contributing. We also needed to make sure that the technical back-end was secured so the remote setting would flow seamlessly. As a result we ended up with the format of a Circle Team (two Open Space Facilitators, one Producer, and one Graphic Recorder) who self-managed the 4-hour circles they held as a team. So for our 24 hour gathering we had six different Circle Teams who each put their own flavor and intent to the global event.
Although this was a first event we wanted to set the precedence for our collaborators to be valued and therefore pay them an equal honorarium. We had no idea what the profit of the event would be but the intent of honoring everyone’s skills and efforts was important.
Reinventing Sponsorships
This intentional experimentation continued into the sponsorship model for the event. We wished to disrupt the way sponsorships are done for tech conferences and give opportunities for networks and communities to participate. We had traditional corporate and financial sponsors but focused strongly on promotional sponsorships which in turn also increased the diversity of participants. The promotional sponsorships gave many organizations and networks the opportunity to sponsor for the first time.
Tooling for Conversations
We curated the space to honor Open Space intimately. Creating a space for people to fully walk in the principles, law and roles of Open Space.
Strongly focusing on the mobility aspect we chose QiqoChat as the overarching online event tool.
Our intention for the event was to focus on the conversation and not the tool. Ironically that means having lots of critical reflections about the remote tools as the aim is for the tool to eventually become invisible.
The finished remote event space was intentionally visually inviting as we were able to utilize the creative talent among our graphic recorders. The aesthetic feel was shaped to support an atmosphere for collaboration and sharing.
The different spaces within the QiqoChat event included:
- Main Circle with Bulletin Boards (utilizing Zoom and Google Slides with post-its and a running timer).
- Butterfly Garden (utilizing SpatialChat) — this also served as the venue for the afterparty :-)
- Unlimited flexible Session Spaces (Zoom and Google Slides for note taking).
- Groundhog Burrow (solo space with meditative music).
- Community Wall (using Padlet) for sharing and to capture the buzz from participants.
- Gallery Walk where all graphic recordings were uploaded and some streamed live during the event.
- Additionally the event space also had a Tech Lounge, and a Sponsor Corner.
Intuitive Flow
During our global gathering we were so pleased to observe the natural, organic coming together that happened. There was a flow which represented where people were at at any given moment during the 24 hour event.
The Circle Teams — each hosted a 4-hour circle — were so attuned to what was relevant to the group of people present at the circle at that moment. The many different temperaments, voices, cultures present danced well together.
And this wasn’t an easy task as some people at the beginning of a new circle were newcomers to the event, arriving fresh into the conversations. Others had been in the previous circle and were continuing where they left off, and yet others were returning after taking a break (sleeping, eating etc.) and recharged to jump back into the discussions. A high level of tuning into the audience was required. The level of intuition the Circle Teams exhibited was amazing to experience. It wasn’t rehearsed or prep but came out of the space that was collectively created.
The up and down of this intuitive flow allowed the Global Opening Circle that we forged at the beginning of the event to maintain itself and grow through the 24 hours. People shared that even when they took a step away for a time they still felt part of the circle and when they returned immediately felt connected.
People were free to come and go and try any Open Space role throughout the event. There was a sense of community that built up and the connection never seemed to be lost. It was inspirational to see how people grew and built on the creative ideas that were offered.
Sharing Intentions
Each 4-hour circle led to a collective 30-minute Share Out which marked the natural ending of one circle and leading to welcoming and opening up the next. This is where one Circle Team passed the “baton” on to the next team.
During our event these 4-hour time periods became intricate circles connected in a spiral flow moving forward and upward adding to what came before and opening up for what would come next.
At each Share Out we got insights on what were manifested but it didn’t fully materialize until we began to close the final circle at the end. That’s when the magic we had hoped for showed itself as we heard people’s final intentions and how they plan to move forward with their own future of work visions and projects.
As organizers we were proud of how our vision for an inclusive conversation materialized itself. At the end we were looking around the event space and seeing and hearing such a diverse group of facilitators and participants. Embedded in all aspects of our event was DEI and it strongly showed itself in representation, topics explored, and the inclusive energy present — this was a safe space.
As we came to a close, there was a sense of energy and people were excited to act. The potential unlocked by participation in Open Space is inspiring and brought many to spend time reflecting on what had come up. At our final moments we were awed as the space was closed, people stood in silence and holding space for each other.
What’s Next?
This first ‘Future of Work 24 hr Global Gathering’ kick-started our ideas about holding space for a global crowd discussion possibilities for our work places. We don’t feel we are done yet.
The event forged wonderful connections to multiple thought communities and we want to continue to strengthen those ties with The TEAL Network, PDX Future of Work, Reinventing Work, Enlivening Edge Magazine, and other future of work communities. The intent was not to create a new community but to cross-link and share info about all the engaging and ongoing powerful conversations happening. So please check out these communities, their events and join upcoming meetups.
We — April and Line — now want to figure out how to stretch ourselves beyond like-minded folks and bring new people and communities to the conversation about future of work. As we are looking at what questions we are forgetting to ask, these linger for us:
- How can we keep experimenting and trying new things?
- Who should we extend the invitation to for our 2nd event?
- How can we push and get even more global representation especially from Latin America, Africa and Asia?
- How can we ensure that the invitation is truly open and there is no language barrier?
Wanna join the team to shape the next 24 hr Open Space Global gathering in mid 2021? Click here
