JCrete2013:Organization

JCrete 2013

Learning from each other

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

<2011 checklist> | <2012 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).

Key to colours of issue headers

Priority: high medium low - - - - Effort: none trivial easy routine tricky difficult unknown Progress: done not started on hold ahead on track behind in trouble Top left cell (priority): high (orangered), medium (orange), low (yellow) Title cell (effort): none/done (lightgreen/green), trivial (silver), easy/routine (yellow/yellow), tricky (orange), unknown (lightgreen) or known to be difficult (orangered). Right column (progress): done (green), not started (white), on hold (silver), ahead (lightgreen), on track (yellow), behind (orange), in trouble (red).

This page

Title:	Clear previous status values where applicable
Submitted by:	Kim Tucker 11:01, 24 March 2013 (UTC)
Status:	Open
Comments:	This page was created by pasting the content of the 2012 checklist. The status fields etc. need to be reset to values such as "not started" etc.
(high priority, routine, not started)

Roles and Responsibilities

Title:	Clarify roles
Submitted by:	Kim Tucker 07:06, 13 July 2012 (UTC)
Status:	The event is over and seemed to go very well.
Comments:	Ensure everyone knows who is responsible for what. See the disorganisers' page where roles are defined. Reminder: update the Learning page if there are any useful learning points in this respect.
(high priority, trivial, done)

Venue

Title:	Venue selection
Submitted by:	Kim Tucker 07:58, 13 July 2012 (UTC)
Status:	Irrelevant. Venue is provided by Perle Hotel
Comments:	Select a venue with attention to convenience, location, catering, conference facilities and support, management-friendliness, accommodation, budget. not too many distractions, 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:	Open
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.
(high priority, easy, not started)

Room Requirements

Bal de Mer (main plenary room)

Title:	Room size
Submitted by:	Kim Tucker 07:58, 13 July 2012 (UTC)
Status:	Done
Comments:	In 2011 and 2012 the room proved 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. In 2013 there were 60 participants which really pushed the limits of the venue but we managed.
(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) 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:	2013 followed suit (of 2012)
Comments:	Big enough to be read clearly on the wall - preferably slightly bigger than last time - e.g. 127 x 77 mm (5" x 3"). In 2012 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). In 2013 same size as 2012.
(high priority, medium, done)

Title:	Masking tape
Submitted by:	Kim Tucker 07:58, 13 July 2012 (UTC)
Status:	Done
Comments:	A few rolls. In 2012 Kim and Kate brought a few roles to ensure they had some on Saturday/Sunday in advance. There was some more left over from 2011 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, not started)

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, not started)

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, not started)

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, not started)

Title:	Tables
Submitted by:	Kim Tucker 07:58, 13 July 2012 (UTC)
Status:	Done
Comments:	Tables (in either Elyros or Kydonia probably not both) - e.g. 2 folding tables, each seating 6 with own laptops for coding activities. Done as per 2011.
(high priority, medium, not started)

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, not started)

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.
(high priority, medium, not started)

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, not started)

Title:	Tables
Submitted by:	Kim Tucker 07:58, 13 July 2012 (UTC)
Status:	Done
Comments:	Tables (in either Elyros or Kydonia probably not both) - e.g. 2 folding tables, each seating 6 with own laptops for coding activities. Done as per 2011.
(high priority, medium, not started)

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, not started)

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, not started)

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: Java Specialists Symposium 2013: Learning from each other 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). Libre software thumb|right|OST Convenor responsibilities Requested outputs 2011 Posters: Open Space Process Open Spaces Process Open Spaces All issues were discussed :-) Agreed - CC-BY-SA Convenor responsibilities Breaking News This year (2012) we did not make an OST process poster - the process is clear from acting it out.
(high priority, easy, not started)

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 re the other two main rooms.
(high priority, easy, not started)

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, not started)

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, not started)

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, not started)

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, not started)

Title:	Colour-coding labels
Submitted by:	Kim Tucker 19:22, 16 July 2012 (UTC)
Status:	Done
Comments:	c. 500 or more, 3 colours "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, not started)

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, not started)

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

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, not started)

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, not started)

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: Time Place A Place B Place 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, not started)

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): Level Discussion/open area Coding 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, not started)

Process

Pre-event activities

Title:	E-mail at least once per week in weeks preceding the event
Submitted by:	Kim Tucker 12:47, 22 November 2012 (UTC)
Status:	Not started
Comments:	In the six weeks or so leading up to the event, send out a weekly e-mail (e.g. every Monday) to all the participants to remind them what type of event they are coming to and ask for topic ideas. Someone must take responsibility for doing this.
(high priority, easy, not started)

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, not started)

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, not started)

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. Done as per 2011.
(high priority, easy, not started)

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, not started)

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. 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, not started)

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). 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 A Place B Place C Leader/driver Heinz John Kurt Dep - return: 14:00 - 17:00 13:30 - 16:30 15:00 - 17:30 Sign up: 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: Meals and excursions Lightening talks and excursions
(high priority, easy, not started)

• 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:

• 

  Bal de Mer

• 

  Kysonia

• 

  Elyros

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, not started)