# Iced Tea in Crete 2012:Organization

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Open Spaces Learning
About
Checklist
Opening
Lessons (2011 . 2012 . 2013)
Reflecting Forward

<2011 checklist> | <2013 checklist>

This page serves as a checklist (for the "disorganizers") of issues to address in preparation for a specific open spaces event and may be used as a "how to" basis for other events.

Edit the page and add comments next to the appropriate

comments =


and (when ready) change the status of the issue by editing the word next to

progress =


- allowable words for progress include: 'done', 'ahead', 'on track', 'behind', etc. according to the key (below right).

# Roles and Responsibilities

 Title: Clarify roles Submitted by: Kim Tucker 07:06, 13 July 2012 (UTC) Status: Closed (done) - Kim Tucker 17:59, 7 March 2010 (UTC) Comments: Ensure everyone knows who is responsible for what. (high priority, trivial, done)

# Venue

 Title: Venue selection Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Closed (done) - Kim Tucker 07:58, 13 July 2012 (UTC) Comments: Select a venue with attention to convenience[1], location, catering, conference facilities and support, management-friendliness, accommodation, budget. not too many distractions[2], etc. Venue pre-selected on basis of the above and previous experience. (high priority, difficult, done)
 Title: Venue: no other events at the same time? Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: Check whether there are other events at the time which might affect (or be affected) by this event. For example, the wall must still be there the next day (the rooms should not be used for other activities during the event). Our participants will move around and potentially use unplanned locations for discussions such as the pool area, an available lounge in the lobby, etc.. Stay in communication with venue management and be sure to pre-empt any show-stoppers. Done: This was clarified with hotel management by Heinz. Only a few other guests. (high priority, easy, done)

## Room Requirements

### Bal de Mer (main plenary room)

 Title: Room size Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: Big enough for all 40-50 participants seated in a circle, or 2 concentric circles (no tables in the middle - just a few possibly around the sides out of the way for projector, sound system ...) In this case, we knew the room (from 2011) and that the number of participants was unlikely to exceed its capacity. (high priority, medium, done)
 Title: Sound Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Heinz sorted this out Comments: Roving microphones, speakers, etc. Heinz sorted this out mostly with personal equipment. (high priority, medium, done)
 Title: The Wall - planning board (space-time matrix) Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: Line of flipcharts/ pin-wall(s)/ large white board/ etc. If applicable, check that masking tape sticks and that management allows this. We will improvise (this is really important)[3] Heinz liaised with management and confirmed that we could still do this (as we did in 2011). Management supplied four flipchart stands and enough pads. The disorganisers set up the wall and other posters (see below) on the Sunday before Day 1 (the Monday). (high priority, medium, done)
 Title: Post-its Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: Big enough to be read clearly on the wall - preferably slightly bigger than last time[4] - e.g. 127 x 77 mm (5" x 3"). Stilo supplied some and Kim and Kate brought some matching the specs above (127 x 77 mm = 5" x 3"; this is a good size). (high priority, medium, done)
 Title: Masking tape Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: A few rolls. Kim and Kate brought a few roles to ensure they had some on Saturday/Sunday in advance. There was some more left over from last year and Stilo supplied some too. (high priority, easy, done)
 Title: Flipcharts Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: x 4 stands + extra sheets (pads) The hotel supplied sufficient flipchart pads and stands. (high priority, medium, done)
 Title: Projector Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: Data projector + screen + table/stand for the projector Hotel supplied tables and Heinz supplied the projector. (high priority, medium, done)

### Elyros

 Title: Room Size: chairs Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: Size dictates 10 - 12 chairs - arrange room as desired based on 2011 experience. Room arranged with a large table surrounded by chairs permitting use of laptops in group coding exercises etc. (high priority, medium, done)
 Title: Flipcharts Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: 2 flipchart stands + extra paper in opposite corners. Only one flipchart pad was supplied. The stand arrived later (on day 2 ??). (high priority, medium, done)
 Title: Tables Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: Tables (in either Elyros or Kydonia probably not both)[5] - e.g. 2 folding tables, each seating 6 with own laptops for coding activities. Done as per 2011[5]. (high priority, medium, done)
 Title: Monitor/TV Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: A display screen for all 6 - 12 to see. Done - Heinz. (high priority, medium, done)

### Kydonia

 Title: Room Size: chairs Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: Size dictates 10 - 12 chairs - arrange room as desired based on 2011 experience. Done as per 2011[5]. (high priority, medium, done)
 Title: Flipcharts Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: 2 flipchart stands + extra paper in opposite corners. One flipchart stand sufficed + flipchart pads, etc. (high priority, medium, done)
 Title: Tables Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: Tables (in either Elyros or Kydonia probably not both)[6] - e.g. 2 folding tables, each seating 6 with own laptops for coding activities. Done as per 2011[5]. (high priority, medium, done)
 Title: Monitor/TV Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: To Do Comments: A display screen for all 6 - 12 to see. Done via Heinz. (high priority, medium, on track)

### Other spaces

 Title: Ensure other spaces will be available as per 2011 Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC) Status: Done Comments: Library For discussions only, not locking or sticking papers on walls etc., wireless internet available. Le Pont Rest For discussions only, not locking or sticking papers on walls etc., wireless internet available. We more or less had the run of the place except for the dining area (unlike last year). (high priority, medium, done)

## Seating arrangements

 Title: Seating arrangements Submitted by: Kim Tucker 19:37, 16 July 2012 (UTC) Status: Done Comments: Arrange chairs: as appropriate (for open space, chairs arranged in a circle without tables) one (or more) area(s) might be set up for coding/doc sprints (etc.) as indicated above. Heinz clarified this with management, so we did not have to rearrange a standard board-room or cinema type setup. The disorganisers and helpers arranged the chairs in a circular shape in the Bal de Mer on the Sunday (Day 0). (high priority, easy, done)

# Posters

• Directions with arrows to navigate to each room
• We did not get around to this but made a point of making sure everyone found their way (follow the convenor and ask).
• Flow for each day
• From Day 0: prepared at the end of each day for the next day (by Kate).
• OST Process
• Prepared on Day 0.
• Convenor responsibilities.
• Prepared on Day 0.
• Breaking News.
• Generally done on a flipchart pasted to the door of the Bal de Mer.
• Parking lot.
• We used the launchpad for this purpose.
• Sessions labels (A4)
• Consider making laminated posters each with one of the venue names on it (in a corner) - (erasable) topics and convenor names will be written on these with whiteboard markers for the next session (make 2 sets in case one is left behind in between sessions).
• We just used approximately A4 sized sheets handwritten at the start of each session. This worked fine.
Title: Posters: Open Spaces
Submitted by: Kim Tucker 07:58, 13 July 2012 (UTC)
Status: Done
Comments: Prepare one (e.g. on a flipchart) for each room with the principles of Open Spaces Unconferences:
Iced Tea in Crete: how libre software makes Java successful
• Whoever shows up are the right people
• Whatever happens is the only thing that could have
• Whenever it starts is the right time
• When it's over, it's over.
The Law of Two Feet:
"If at any time you find yourself in any situation where you are neither learning nor contributing: use your two feet and go someplace else".

Be prepared to be surprised! :-)

Best done by facilitators the day before Day 1 of the event by hand on flipcharts.

Convenor Responsibilities
• Raise the issue/topic to be discussed in a session (e.g. on a post-it posted on the launchpad/space-time matrix)
• Ensure that
• the session happens
• every voice is heard
• a report is written up and shared (on the wiki with links to related outputs).

N.B. One or more of these should be clearly visible in each break-out room (i.e. so that it cannot be missed by convenors of sessions in those rooms/spaces).

2011 Posters:

This year (2012) we did not make an OST process poster - the process is clear from acting it out.

(high priority, easy, done)

# Accessories

 Title: Tables Submitted by: Kim Tucker 19:22, 16 July 2012 (UTC) Status: Done Comments: Enable flexibility. Most hotels have folding tables which can be conveniently pushed aside out of the way. Otherwise, consider setting up one of the smaller rooms as a permanent "geeking out" room (for coding sprints, etc.). In 2011, folding tables were not available, so we improvised - one or more rooms can be coding rooms (with tables). In 2012 we had tables in the far left corner of the Bal de Mer for sound equipment and in the fron for the projector. See footnote[5] re the other two main rooms. (high priority, easy, done)
 Title: Whiteboards Submitted by: Kim Tucker 19:22, 16 July 2012 (UTC) Status: Done Comments: As an alternative or in addition to flipcharts. Ideally one very large one for the wall. In 2011 whiteboards were not available but we did fine with flipcharts - which have the added advantage that information is not erased. Not required for 2012. (high priority, easy, done)
 Title: Masking tape Submitted by: Kim Tucker 23:10, 16 July 2012 (UTC) Status: Done Comments: Enough to tape up the space-time matrix on the wall and other flipcharts. Several roles. As above - see "The Wall - planning board (space-time matrix)" under "Bal de Mer (main plenary room)" above. (high priority, easy, done)
 Title: Flipcharts and stands Submitted by: Kim Tucker 23:10, 16 July 2012 (UTC) Status: Done Comments: See room requirements above (this is just a double check :-). Double checked. (high priority, easy, done)

 Title: Markers for post-its and flipcharts Submitted by: Kim Tucker 19:22, 16 July 2012 (UTC) Status: Done Comments: If using whiteboards get appropriate markers (e.g. not 'permanent' markers) and make permanent markers distinctive (obviously permanent). Markers for flipcharts: one of each color for each flipchart stand. (at least black, green, blue; possibly also purple, brown; avoid yellow and red) Markers for post-its: one per participant (black or blue) - not too fine! Done via Stilo and left-overs from 2011. (high priority, easy, done)
 Title: Colour-coding labels Submitted by: Kim Tucker 19:22, 16 July 2012 (UTC) Status: Done Comments: c. 500 or more, 3 colours[7] "Done" in the sense that we decided they would not be needed. There was perhaps one moment when we thought they might have been useful. Optional for future - decide each time. (high priority, easy, done)
 Title: Extension cables Submitted by: Kim Tucker 19:22, 16 July 2012 (UTC) Status: Done Comments: For all rooms Hotel supplied multi-adapters and Heinz supplied what was needed for the sound equipment. (high priority, easy, done)
 Title: Power strips Submitted by: Kim Tucker 19:22, 16 July 2012 (UTC) Status: To Do Comments: Multi-adaptors (see this page on adapters) (high priority, easy, on track)
 Title: Half moon trunking Submitted by: Kim Tucker 19:22, 16 July 2012 (UTC) Status: To Do Comments: To minimise the risk of people tripping over cables (high priority, easy, on track)

# The Wall

Space-time days 1 - 3
 Title: Sticking onto walls Submitted by: Kim Tucker 19:22, 16 July 2012 (UTC) Status: Done Comments: If you are expecting to stick flipcharts or post-its etc. on walls, check that this is possible and allowed. Check each time as management might change the rules between events. Double checked. (high priority, easy, done)
 Title: The Wall surface Submitted by: Kim Tucker 19:22, 16 July 2012 (UTC) Status: Done Comments: If no suitable walls (e.g. management has decided that sticking things onto the walls is disallowed), can the hotel supply pin walls? Management happy for us to stick flipcharts on walls with masking tape. (high priority, easy, done)
Title: Planning Board/ Space-time Matrix
Submitted by: Kim Tucker 23:10, 16 July 2012 (UTC)
Status: Done
Comments: e.g. see sample Space-time Matrix - but on a few flipcharts or large white board:
TimePlace APlace BPlace C
0900-0930 <plenary session day 1>
1000-1100
1130-1230

Where will it be? - Bal de Mer (along the wall).

Done by Kim, Kate and helpers on Day 0. Improved and extended during the event.

(high priority, easy, done)
Title: Launchpad design
Submitted by: Kim Tucker 09:44, 31 July 2012 (UTC)
Status: Done
Comments: Remember this design for the launchpad (especially for the 1st planning session):
LevelDiscussion/open areaCoding room
Overview/ orientation <topics> <topics>
Basics/ essentials <topics> <topics>
Advanced/ detailed <topics> <topics>

The above will make it easier to allocate sessions to appropriate rooms and emergent tracks may be indicated.

Where will it be? - Bal de Mer (along the wall to the left of the space-time matrix).

2012: the key thing is whether the session requires a projector/ large screen. Although some clusters emerged, the topic suggestions did not unpack into neat tracks.

Issue: people wanting to go to sessions scheduled while they are convening something else.

(medium priority, easy, done)

# Process

## Working with management

 Title: Working with Management of the Venue Submitted by: Kim Tucker 19:37, 16 July 2012 (UTC) Status: Done Comments: NB: Spend quality time with the management of the venue. Educate them about Open Spaces Conferences. Advise that small groups of our participants may work in odd places from time (e.g. by the pool?) Ascertain "no go" areas, and inform participants. Catering: maximum possible flexibility - a variety of options available most of the time (water, tea, coffee, ...). In some ways organisation for them is easier (and can be fun). Check: Are the rooms available at other times? (afternoon, evening). Ideally yes, if most participants are staying at the venue - so they can self-organise evening sessions. Requests: When preparing the rooms, please do not wipe whiteboards or cleanup post-its, etc. Don't take anything out of the rooms except (e.g.) cups, bottles, plates, .... Prefer small plastic bottles of water for each participant (rather than glasses which get left around and lose their owners) (hygiene). Cell/telephone number of an English speaking contact staff member to deal with anything unforeseen (e.g. air conditioning stops, more water needed, where's the coffee?). Heinz covered all of this and introduced Kim and Kate to the manager on Day 0. (high priority, easy, done)

## Venue preparation

 Title: Rooms, signs, posters and space-time matrix Submitted by: Kim Tucker 23:48, 16 July 2012 (UTC) Status: Done Comments: Disorganisers to meet at the venue at least one day before the event starts and set up the rooms: signs, posters and space-time matrix, etc. Done on Day 0 after arriving on Day -1 (late afternoon). (high priority, difficult, done)

## Name tags

 Title: Name tags Submitted by: Kim Tucker 23:10, 16 July 2012 (UTC) Status: Done Comments: Stickers (for each day) + marker pens to write names clearly on the stickers[8]. Done as per 2011[8]. (high priority, easy, done)

## Daily Schedule

 Title: Opening Submitted by: Kim Tucker 23:10, 16 July 2012 (UTC) Status: Done Comments: Some points to mention on Day 1. Briefly describe Open Spaces Conferences and mention that: Open spaces are open spaces with no pre-set agendas, tracks, outputs or outcomes. The participants self-organise and every issue of concern to will be raised and discussed to the full extent collectively desired reports will be produced by the participants (preferably on-the-fly) - feel free to record (photo, audio, video), post to wiki (preferred), blog, tweet, etc. (cc-by-sa) the organisers (dis-organisers :-) will help facilitate this happening but the responsibility for doing it lies with each group. Where applicable, spaces may be created for the formation of setting of priorities and developing action plans by those who feel moved to do so. See notes on Opening for more. Done: Kim and Kate improvised with Heinz, John and Kirk. (high priority, easy, done)
 Title: Daily routine Submitted by: Kim Tucker 23:10, 16 July 2012 (UTC) Status: Done Comments: We'll make it up as we go along but in general: Day 1: Excursions and meal bookings: get numbers for meals and excursions requiring pre-booking today and later in the week. After the introduction/opening, participants will be invited to post topics (written on clearly written post-its) onto the space-time matrix. Keep a keen eye out for duplication and obvious clustering (merge where appropriate). Plan the first three days[9]. Day 4 is for overflow (e.g. some groups may need a second session, an action planning session, report-back session, etc.). 10 minutes before lunch those wanting to negotiate continuation (a follow-up session) converge around the matrix with affected convenors. If successful, topics may move. Then sort out the afternoon's excursions. Update: the topics filled the four days and we basically planned it all on Day 1 (moving things around as needed later). Days 2 - 3: The first 10 minutes are for announcements and for people to check where their chosen topics will be + check numbers for bookings (meals and excursions). The last 10 minutes before lunch will be as on Day 1. Day 4: As for days 2 - 3 except that the last 10 minutes will be to close the symposium. Remember to keep at least one slot (in the plenary room) for report-backs just before lunch (e.g. 5 minutes each) - if desired and proposed by the participants on the space-time matrix. (high priority, easy, done)
 Title: Report-back sessions Submitted by: Kim Tucker 23:10, 16 July 2012 (UTC) Status: To Do Comments: Consider including slots on the schedule specifically for this (perhaps each day before lunch)[10]. Pros 5 minutes each Helps participants know what is going on Will help people decide if they have energy for a different space. Cons not everyone wants to attend all the report-backs they may be posted as sessions on day 4 (rather than a plenary) please add 2012: again, we did not do this pro-actively. (high priority, easy, on track)
 Title: Proceedings Submitted by: Kim Tucker 23:10, 16 July 2012 (UTC) Status: To Do Comments: Capture proceedings on-the-fly on the wiki (pre-supposes Internet connectivity in each room). e.g. participants (or a volunteer session scribe) directly edits a page and (if relevant) uploads photos of flipcharts to the wiki. Delegate one person to be responsible to check that this gets done and if necessary to take the pictures in each room and upload them, so that it definitely gets done quickly. 2012: We reminded the participants regularly during the event but essentially left it up to them to decide how important the outputs are (see links to session reports emanating from the space-time matrix). (high priority, difficult, on hold)
Title: Excursions
Submitted by: Kim Tucker 00:04, 17 July 2012 (UTC)
Status: Done
Comments: The suggestion last year was to arrange these on-the-fly on the day with a chart (flipchart) to be completed before going to lunch. Something like this:
Destination:Place APlace BPlace C
Leader/driverHeinzJohnKurt
Dep - return:14:00 - 17:0013:30 - 16:3015:00 - 17:30
Sign up:[11]Names of people coming to place A go here.Names of people coming to place B go here.Names of people coming to place C go here.

See the external excursions page for more information.

2012:

This seemed to work quite well:

(high priority, easy, done)
• Remember to update each hour the labels in front of each room with the current topic (John)
• When leaving the plenary room to go to discussion room, convenor to take sign (topic name on an A4 sheet) and stick it on the door - Kim Tucker 23:11, 17 July 2012 (UTC).

Done - in some cases the labels stayed on the doors:

# Internet Access

Make sure that all rooms have internet access.

 Title: Setup wifi access points Submitted by: John Kostaras 11:00, 3 September 2012 (UTC) Status: Done Comments: This facility should be provided by the hotel, but last year the technician was not available. To be done on Sunday 10 Sep. In general this was better than in 2011 - especially on days 3 and 4. (high priority, medium, done)

# Notes

1. For example, a venue which combines accommodation and suitable conference facilities obviates organising transport for the participants every day.
2. Remoteness can help in this respect.
3. It turned out fine. There was a suitable wall. For other events make sure this is the case well in advance (before finalising the venue).
4. Be precise about this. For this venue and number of participants A7 (105 x 74 mm) or slightly bigger is about right
5. For this event in 2011 these two rooms (Elyros and Kydonia) were set up for coding around a large table with a big TV screen in view
6. For this event these two rooms were set up for coding around a large table with a big TV screen in view
7. Useful if the need arises to prioritise issues by voting. The need did not arise during the 2011 event.
8. Update: in 2011, pre-printed stickers were distributed each day.
9. Or just one day at a time. Planning three/four days on day 1 frees time at the start of the other days.
10. In 2011: we didn't, but participants were free to suggest such sessions. No-one did.
11. The leaders of each trip must be present during sign-up and ensure that the numbers work out (people/car). Expect some negotiation.