Open Space

Choose a broad theme that provides a common focus for the event.

Important:

The theme should be open enough to allow a variety of questions and discussion topics to emerge.

Examples include:

• "The Future of the City Centre"
• "Mobility in the Neighbourhood"
• "How Do We Want to Shape Our City Together?"

Provide:

• a large room for the plenary sessions
• several smaller discussion areas or breakout rooms
• flexible seating arrangements
• sufficient space for participants to move between groups

The atmosphere should feel open, welcoming, and informal.

Decide:

• how the results will be documented
• who will support the documentation process
• where the collected results will be displayed or stored

Helpful materials include:

• flipcharts
• pinboards
• digital collaboration boards or shared documents

Important:

Participants should know from the outset that the discussion outcomes will be documented.

Before the event, explain that:

• participants are expected to propose their own discussion topics
• there are no pre-planned workshops
• initiative and active participation are encouraged

This is particularly helpful for participants who are unfamiliar with the Open Space format.

In November 2024, the Feminist*Parti Anti-Conference took place at TH OWL. While it was not a traditional Open Space event, as some topics and programme elements had been prepared in advance, it adopted key principles of the method by creating space for self-organised discussions, networking, and open exchange.
The aim was to explore new perspectives on participation and urban development while encouraging discussion on intersectional participation. The event combined short keynote presentations with interactive workshops and open discussion formats.

Following a series of short expert inputs, participants worked in small workshops on topics such as care work, urban planning, and cultural participation. The focus was on collaboratively developing ideas and identifying possible solutions. The outcomes of the workshops were then presented and discussed in a plenary session.
Between programme sessions, breaks and shared meals provided additional opportunities for informal conversations, networking, and exchange.

The combination of concise presentations and interactive workshop sessions enabled participants to immediately apply new knowledge through collaborative work. The format encouraged diverse perspectives and supported the joint development of practical ideas and recommendations.

The workshops proved to be the most engaging part of the event and led to lively and in-depth discussions among participants. The open spatial concept and the varied programme were received very positively. At the same time, it became evident that longer presentation sessions reduced active participation, and that the choice of the event date had a significant impact on attendance.

Keep keynote presentations concise and complement them with sufficient interactive workshop sessions. A flexible room layout makes it easier to transition between presentations, workshops, and open discussions. To attract a diverse group of participants, both the event date and the target audience outreach should be planned carefully.

At the beginning of the event, the facilitation team explains:

• the overarching theme
• the programme and schedule
• the principles of Open Space

A key principle is the Law of Two Feet:

Participants are encouraged to leave a discussion group and join another whenever they feel that:

• they are no longer learning anything new, or
• they are no longer able to contribute meaningfully.

This principle keeps the process dynamic and self-organised.

Participants consider:

• Which questions would they like to discuss?
• Which topics are important to them?
• What experiences or ideas would they like to share?

They then briefly present their proposed topics to the whole group.

Examples include:

• "How can youth participation be improved?"
• "What ideas could make school routes safer?"
• "How can public spaces become greener?"

The proposed topics are displayed so that everyone can choose where to participate.

For each proposed topic, participants agree on:

• a meeting place
• a time slot
• if appropriate, a person responsible for hosting the discussion

The participant who proposed the topic usually acts as the host of that discussion group.

Everyone else is free to decide:

• which discussion to join
• when to move to another group

The discussion groups work independently.

They may:

• generate ideas
• discuss challenges
• develop possible solutions
• exchange experiences
• identify next steps

Important:

Each group is responsible for documenting its own results.

The facilitation team provides organisational support where needed but interferes as little as possible with the content of the discussions.

After the working sessions, all participants come back together.

Each group presents:

• key insights
• ideas
• proposals
• open questions

The plenary discussion then provides an opportunity to:

• ask questions
• add further ideas
• identify common themes across the different groups

Collect all documentation, including:

• flipcharts
• maps
• notes
• digital documents

Organise the outcomes according to their main themes.

Create a clear and accessible summary of all discussion results.

Important:

The documentation should be shared with all participants as soon as possible after the event.

Together with the participants, consider:

• Which topics should be explored further?
• Which groups would like to continue working together?
• Which ideas can be implemented?

Open Space often serves as the starting point for longer-term collaboration and follow-up activities.

Source: https://mobilitaetsplanung-hessen.de/methodenkoffer-partizipative-planung/