Thanks for sharing Amanda

?

Best wishes

?

Mike Pounsford

?

?

?

From: <[email protected]> on behalf of "Amanda Fenton (she/her) via " <amsfenton=[email protected]>
Reply to: "[email protected]" <[email protected]>
Date: Friday, 5 June 2020 at 20:48
To: "[email protected]" <[email protected]>
Subject: [f4c-response] Guide to Online Open Space Technology with Zoom and Google Slides

?

Hi all -? Peggy's question reminded me I meant to share this guide I created recently on how to use Zoom and Google Slides to host an Open Space Technology session (including how to use the co-host feature in Zoom for participants to self-navigate into the breakout rooms they want to join). It's easily adapted if you use an alternative to Google Slides (e.g. Miro, etc).

?

You can view it here:?

?

Hope it is useful!

?

~ Amanda

?

--?

Amanda Fenton

participatory process designer and facilitator - hosting conversations?that matter

604.802.7498

s?he/her/hers

?

?

Sarah, On the idea about starting and stopping Zoom sessions. We have run long sessions over a couple of days and taken breaks etc. and have encouraged people not to log off in between, but to stay connected versus disconnecting and coming in and out (they can mute and turn off their camera). To boost the networking, including the randomised networking, we also offer to put people in breakout rooms to have informal chats during the breaks with a random selection of people (as you would do if you were sitting down at any table at a workshop or conference). You can ask people before they break for lunch to write in the chat if they want to have an informal chat with some other participants, set a time for them to be back (but still during the break), and then move them into the breakouts for a 10-15 minute chat to meet some other participants. For large groups I always enable the setting where they are moved and moved back automatically from the breakout rooms. You can always announce when the informal chats are ending and you start your "plenary" session again.??
___
Gillian Martin Mehers
Bright Green Learning?

What are the platforms, hacks, or tools that mimic the serendipity, brief networking chit-chat that you might have in a hallway in between convening sessions?? Any tips??

One hack I want to try is to use a personal meeting room on zoom, have it available during transition times between sessions, promote, and include some fun stuff like a visit from a Llama. But was wondering if there were platforms that we were designed for this??

Thank you

John and Arwen,

A very delayed thank you for your replies! I appreciate?your suggestions.

John - several of your ideas have been very helpful, particularly organizing content and methods for people to connect and engage before the gathering and the suggestion to have a platform/home base that allows for communication, resource sharing, creating a "home base" etc.? I have incorporated these things into the planning.? We had a live call to brief on federal stimulus?legislation and a live orientation for new participants. We also have a couple of short, on-demand recordings.

Arwen - appreciate your suggestions for connecting people to sessions.

I have one other zoom related question.? The sessions are sequential - there aren't ever 2 sessions happening at one time.? We have 3 sessions/day with hour long breaks between.? I'm weighing whether to use the same zoom credentials for every session in one day or whether to have different credentials for each session.? The first option would be easiest from a participant perspective.? The second one might be easiest from a facilitation perspective - e.g., pre- setting up polls, etc.??

Does anyone have any reasons why I shouldn't use the same zoom credentials all day and just stop/restart each session?

Thanks!

Sarah

On Fri, Apr 24, 2020 at 12:43 PM Arwen Bailey (Alliance of Bioversity and CIAT) <a.bailey@...> wrote:

Hello

?

I’ve done quite a few large online conferences too and totally agree with John about thinking through sequencing and what can be done asynchronously before and after the event, so that the time together is really for conversations.

?

One solution to allow people to go to the Zoom room that they want (apart from using Qiqo) is to put Zoom rooms on a document and people just click on the link of the session they like. I have done this with Word, which was a quick and dirty workaround. However, in a session I attended the other day, someone showed me her way of doing it with Miro, and it was vastly more attractive and engaging!

?

Good luck!

?

Arwen

?

From: [email protected] <[email protected]> On Behalf Of John Sechrest
Sent: 24 April 2020 04:12
To: [email protected]
Subject: Re: [f4c-response] Designing virtual convenings

?

I also I working on a large conference planning.?

?

I am asking the question of "What part of this conference needs to be synchronous?" So some parts of the conference I am pre-recording as interviews and I will start dropping them out on the website. But the part that needs to be synchronous is the interpersonal?connections. So zoom breakout rooms can be used to do that. So can many multiple zoom rooms.?

?

So that impacts your tech support needs.

?

You probably need a bunch of co-hosts who can help manage each of the breakout sessions.?

?

People can not move between breakout rooms on their own. Our solution is to have many zoom meetings with facilitators and a backchannel slack conversation for coordination.?

?

What are the things you can do that will pre-heat the conversations? Pre-event introductions? Tools like Brella to facilitate match making??

?

Curated?groups of intentionally mixing and matching specific people.

?

Connecting everyone on Linkedin with a big linkedin list to all participants ahead of time?

?

What pre-heats?conversations?

?

A small white paper to submit as a part of the application to attend the conference?

?

?

?

On Thu, Apr 23, 2020 at 6:51 PM <Sarahclarkdixon@...> wrote:

Hi everyone,

I'm working with a team to design a virtual convening of a network to take place over 3 days. It was originally an (annual) multi-day in-person convening of US participants.? We are conceptualizing the online event to also be spread out over 3 days, with several sessions/day, and conducting all session within "work day" hours (between 10 or 11 AM - 5 PM ET). Will have ample breaks within those hours - want to have a dynamic yet humane/reasonable program. Will include a mix of session types, including some social/fun activities, interactive whole group sessions and opt-in breakout sessions/meetings.? Couple of questions:

1. Thinking about session attendance across 3 days: When in-person the number of participants was determined by funding. Participants only paid travel costs.? Now that its virtual, invites will be expanded a bit - potentially to double the size to 120. Working on designing a compelling program of course - wondering what additional ways to incentivize participation across the three days. To help people build the network through people getting to know each other and engaging people in some main topics, we want to have a solid core (majority?) of participation across main sessions. This network does some strategizing/action planning for aligned work and some information sharing/learning - not yet doing team work that requires collaboration/higher level partnership per se.? Usually there is attrition for online events so I'm also wondering what to expect.? Welcome ideas on encouraging participation and your experience with this/reality check to anticipate what the actual participation might be like.? We might charge a small registration fee to get a certain level of commitment and then use that towards event expenses or as a donation to support a common cause related to the network's purpose.?

2. Tech Steward Role: For 60-90 minute public, online (interactive) sessions, my organization has been using one tech steward and one facilitator.? We will do this for this convening too. Any insights on what sort of additional tech support is needed for a multi-day, multi-session event with a core group of participants?? Other tech support suggestions/considerations???

The event will mainly be conducted on zoom and we will use some additional tools in different sessions like Poll Everywhere and Mural or Stormboard to support collaboration.? Will also set up a chat function (probably using slack) leading up to the event/during the event (and then after).

We're having fun thinking about and designing it. I welcome other ideas/resources you've used for these types of multi day events.??

Thanks! I've been enjoying listening in on the f4c threads/appreciated the resources that have been shared.

Sarah Clark
Institute for Conservation Leadership
Bowie, MD
240-472-1772

?

--

John Sechrest ? ? ?.? Need to schedule a meeting :
? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?. ? ? ? ? ? ? ? ? ??
? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? . ? ? ? ? ? ? ? ? ? ? ? ?
? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? . ? ? ? ? ? ? ? ? ? ? ? ? ? ? ??
? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? . ? ? ? ? ? ? ? ? ? ? ?sechrest@...
? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?. ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?
? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?.

?? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?.

Hello

?

I’ve done quite a few large online conferences too and totally agree with John about thinking through sequencing and what can be done asynchronously before and after the event, so that the time together is really for conversations.

?

One solution to allow people to go to the Zoom room that they want (apart from using Qiqo) is to put Zoom rooms on a document and people just click on the link of the session they like. I have done this with Word, which was a quick and dirty workaround. However, in a session I attended the other day, someone showed me her way of doing it with Miro, and it was vastly more attractive and engaging!

?

Good luck!

?

Arwen

?

From: [email protected] <[email protected]> On Behalf Of John Sechrest
Sent: 24 April 2020 04:12
To: [email protected]
Subject: Re: [f4c-response] Designing virtual convenings

?

I also I working on a large conference planning.?

?

I am asking the question of "What part of this conference needs to be synchronous?" So some parts of the conference I am pre-recording as interviews and I will start dropping them out on the website. But the part that needs to be synchronous is the interpersonal?connections. So zoom breakout rooms can be used to do that. So can many multiple zoom rooms.?

?

So that impacts your tech support needs.

?

You probably need a bunch of co-hosts who can help manage each of the breakout sessions.?

?

People can not move between breakout rooms on their own. Our solution is to have many zoom meetings with facilitators and a backchannel slack conversation for coordination.?

?

What are the things you can do that will pre-heat the conversations? Pre-event introductions? Tools like Brella to facilitate match making??

?

Curated?groups of intentionally mixing and matching specific people.

?

Connecting everyone on Linkedin with a big linkedin list to all participants ahead of time?

?

What pre-heats?conversations?

?

A small white paper to submit as a part of the application to attend the conference?

?

?

?

On Thu, Apr 23, 2020 at 6:51 PM <Sarahclarkdixon@...> wrote:

Hi everyone,

I'm working with a team to design a virtual convening of a network to take place over 3 days. It was originally an (annual) multi-day in-person convening of US participants.? We are conceptualizing the online event to also be spread out over 3 days, with several sessions/day, and conducting all session within "work day" hours (between 10 or 11 AM - 5 PM ET). Will have ample breaks within those hours - want to have a dynamic yet humane/reasonable program. Will include a mix of session types, including some social/fun activities, interactive whole group sessions and opt-in breakout sessions/meetings.? Couple of questions:

1. Thinking about session attendance across 3 days: When in-person the number of participants was determined by funding. Participants only paid travel costs.? Now that its virtual, invites will be expanded a bit - potentially to double the size to 120. Working on designing a compelling program of course - wondering what additional ways to incentivize participation across the three days. To help people build the network through people getting to know each other and engaging people in some main topics, we want to have a solid core (majority?) of participation across main sessions. This network does some strategizing/action planning for aligned work and some information sharing/learning - not yet doing team work that requires collaboration/higher level partnership per se.? Usually there is attrition for online events so I'm also wondering what to expect.? Welcome ideas on encouraging participation and your experience with this/reality check to anticipate what the actual participation might be like.? We might charge a small registration fee to get a certain level of commitment and then use that towards event expenses or as a donation to support a common cause related to the network's purpose.?

2. Tech Steward Role: For 60-90 minute public, online (interactive) sessions, my organization has been using one tech steward and one facilitator.? We will do this for this convening too. Any insights on what sort of additional tech support is needed for a multi-day, multi-session event with a core group of participants?? Other tech support suggestions/considerations???

The event will mainly be conducted on zoom and we will use some additional tools in different sessions like Poll Everywhere and Mural or Stormboard to support collaboration.? Will also set up a chat function (probably using slack) leading up to the event/during the event (and then after).

We're having fun thinking about and designing it. I welcome other ideas/resources you've used for these types of multi day events.??

Thanks! I've been enjoying listening in on the f4c threads/appreciated the resources that have been shared.

Sarah Clark
Institute for Conservation Leadership
Bowie, MD
240-472-1772

?

--

John Sechrest ? ? ?.? Need to schedule a meeting :
? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?. ? ? ? ? ? ? ? ? ??
? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? . ? ? ? ? ? ? ? ? ? ? ? ?
? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? . ? ? ? ? ? ? ? ? ? ? ? ? ? ? ??
? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? . ? ? ? ? ? ? ? ? ? ? ?sechrest@...
? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?. ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?
? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?.

?? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?.

Amy,

I so value your attention to detail! This and other messages you’ve sent have saved me from tripping over something more than once.

Many thank yous!!

Warmly,

Peggy

On Jun 5, 2020, at 8:31 AM, Amy Lenzo <amy@...> wrote:

My pleasure, Peggy. Of course!

The challenge is usually moving quickly enough to make everyone a co-host, and the changes that come with being a co-host, for example, co-hosts can’t raise their hands. They can however do lots of other things that can be disruptive. :-) So you have to let people know what’s happening right up front ?- ask them not to have fun (just kidding - that would be an open invitation! :-) and click all the new shiny toys they see :-) and give them an alternative to raising their “blue” hand if hand-raising is needed.

Hugs,

Amy

?

On Jun 5, 2020, at 8:24 AM, Peggy Holman <peggy@...> wrote:

Thanks for that reassurance Amy. I was in an OS run by the Art of Hosting network in March shortly after shelter in place began around the globe. The group was at the 100 person limit and they ran into a problem making everyone a cohost. So I was spooked by that.

Peggy

On Jun 5, 2020, at 8:18 AM, Amy Lenzo <amy@...> wrote:

I have been hosting Open Space in Zoom for years, and have never experienced a limit on the number of co-hosts. As recently as last Tuesday, I tech-hosted OS for 75 people on Zoom without a glitch.

On Jun 5, 2020, at 8:15 AM, Peggy Holman <peggy@...> wrote:

Hi all,

Another aspect of preparing for the online OpenSpace is figuring out which hack to use so that people can move between breakout groups. The route we are looking at is making everyone cohosts. I had read on this list that there was a limit to the number of cohosts at 50 75. I was looking at Zoom support and saw a statement that there is no limit:

The host must?. There is no limitation on the number of co-hosts you can have in a meeting or webinar.

Do you think they removed the limitation with the latest update? Does anyone know?

Thanks,

Peggy

________________________________

Peggy Holman
Co-founder
Journalism That Matters
15347 SE 49th Place
Bellevue, WA ?98006
206-948-0432


Twitter: @peggyholman
JTM Twitter: @JTMStream

Enjoy the award winning?

--?


.o0o.
Amy Lenzo |?weDialogue
Virtual Space, Real?Engagement
amy@...?|?

--?


.o0o.
Amy Lenzo |?weDialogue
Virtual Space, Real?Engagement
amy@...?|?

Hi Micah,

I’m not sure if there is anything useful for you here:??but Canada had a big truth and reconciliation commission/process a few years ago, between the government and Canada’s First Nations. I haven’t followed it since I moved to Germany (from Canada) a few years ago, but the process is on-going, although the initial community interviews/consultation part is done.

Hope there’s something there that might be useful for you.

Best Regards,

Stephanie ?

Stephanie Barnes
Chief Catalyst
Entelechy
+49 (0)179 854 8376

On 8. Jun 2020, at 16:38, micah@... wrote:

I'm curious if anyone has experience or knows of examples of community facilitation being used to productively help local communities deal with endemic police brutality and racism, currently in the US context. This quote from on Minneapolis' city council plan to get rid of their police force was evocative:

Councilwoman Alondra Cano, who leads the Council’s public safety committee, said that scene made her think about the need to create space for discussions —?a truth and reconciliation commission of sorts —?to develop solutions to the city’s policing issues.

“Protesting is good and needed, press conferences are good and needed,” she said. “That third space is needed where we are committed to each other, and not the camera.”