[afro-nets] Open Space Technology (OST): An alternative conference method?

[Peter Burgess <Profitinafrica@aol.com>]

Open Space Technology (OST): An alternative conference method?
--------------------------------------------------------------

Dear Colleagues

David Patient posted a message about Open Space Technology (OST)
and a better way to run a conference than what we have just had
in Bangkok. I did not see this on the AFRO-NETS list so I am
sending it in with the ensuing exchange. It is a great methodol-
ogy if the goal is to learn from and share with the conference
or workshop participants.

Peter Burgess
in New York
Tel: +1-212-772 6918
mailto:peterb@afrifund.com


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Subj:[af-aids] Call for Change to the International AIDS Conference (1) 

Date:9/19/2004 10:23:22 AM Eastern Daylight Time
From:af-aids@eforums.healthdev.org
To:Profitinafrica@aol.com

Call for Change to the International AIDS Conference (1)
-David Patient

Maybe there are methods to make conferences work for everybody?
Open Space Technology (OST) - An alternative conference method?

I have been involved in AIDS for close to 22 years, and have at-
tended many conferences during this time: Protesting outside
with ACT UP during the early years of activism, and as a pre-
senter of Positive Living and long-term survival in later years.
So I believe I am justified in saying that I know something
about AIDS conferences.

AIDS conferences - at least from the perspective of non-medical
people working for various agencies - are plain boring, pre-
scriptive, and non-interactive. The fees for attending are high,
and the fees for stalls unbelievably discriminating against de-
veloping world agencies. The only people who get to have their
say in any cohesive manner are the pharmaceutical companies, who
can afford such fees. As for the papers presented, these are
usually read on the plane, train or bus home, if at all.

However, there is indeed a reason to attend these conferences:
You get to meet people who work in the field, share ideas, and
establish valuable networks. The odd thing is that all this use-
ful interaction happens outside the conference rooms, typically
at the tea and coffee station.

I think it's time we changed the way we do conferences: If we
keep doing what we have always done, why are we surprised when
we keep getting the same old answers? Lets try something differ-
ent! There is indeed a model for doing conferences a la the cof-
fee station meeting place: Open Space Technology (OST).

OST is a highly effective conference method, especially suited
for dealing with problems or challenges that do not have cut-
and-dried solutions. The method is a hybrid cross between the
African Village Market, where everyone comes together for a few
days to discuss common concerns, and the Native American meeting
process, where everyone is assured of being heard.

However, it is indeed structured and facilitated, to ensure that
all issues are given time, principles of brain-storming are hon-
ored, discussions are solution-focused, there is depth to the
discussions, and that a full record of proceedings is collated.

The approach is ideal for difficult issues, such as how to deal
with stigma: We get to hear from people who have actually dealt
with the problem, struggled, and found some useful answers. They
in turn hear from other people, and an organic process occurs,
where each person feeds into - and from - the others: You get to
hear from 'experts', lay counselors, those affected and infected
... everyone. Together, we find solutions, and practical ones at
that.

How does OST work? The concept is simple: Propose a theme -
e.g., Understanding and overcoming stigma in the delivery of
HIV/AIDS services - and invite people who are interested in the
topic to attend. However, no-one arrives with anything prepared
to present, only a passion to brain-storm solutions, share ex-
periences, ask questions, and work. Delegates are invited to
bring any material other delegates might find useful. All meals,
tea, water and coffee are served inside the room, which is es-
sentially a very large coffee station!

The first step of the conference is to list the various topics
that delegates want to deal with. How? The facilitators ask the
delegates: "What do you want to discuss and brain-storm, within
this overall theme?"

Then the rules of OST are explained: If you raise an issue, you
head up the work group. Why? Because the best work is done by
those most passionate about the subject. Within an hour or two,
all the subject titles are listed, along with a schedule of when
they will occur. The second rule is that you only attend the
work groups that you are interested in. When you get bored, or
you have contributed what you want to contribute, you can get up
and move to another work group. It's called the 'Bumble Bee'
principle: Pollinate, then move along. The third rule is that
only one person speaks at a time.

Each working group - several of which run parallel in terms of
time - has a head facilitator (who proposed the topic), and
someone who takes notes of what was discussed. A time limit is
set: Half of the time is for describing the 'problem', and then
the other half is for brain-storming possible solutions. At the
end of each day, notes are handed in to a bank of typists, who
record all proceedings. At the end of the conference, everyone
receives the full conference report, of each working group.

The function of the facilitators is to move from group to group
and throw out ideas, comments and observations - what we call
'hot potatoes' - to challenge and or stimulate the participants
to stretch and take risks, much along the lines of true 'lateral
thinking' and brainstorming.

Does it work? Indeed: Several years ago we ran an OST process
concerning HIV and the Workplace. At the start of the four day
conference we identified 78 issues amongst the 216 delegates. At
the conclusion of the process we had answers and workable solu-
tions to 68 of the 87 issues.

Show me any conference with that level of successes and involve-
ment from the delegates! I've certainly never walked away from
any conference as 'full' as I do when I have run an OST process.
It is solution and action focused: The underlying outcome focus
is "What can I do Monday morning when I am back in my of-
fice/community?"

We will be announcing an Open Space Technology conference on
Stigma that will take place in early 2005, in South Africa. We
are just finalizing the venue and the logistics. For those of
you whom attend, be prepared to have your world rocked. Between
all of us, we do have the answers...we just need the platform to
share our collective experiences and learn from one another.

If you would like more information please feel free to contact
me at mailto:david@empow.co.za

David Patient
PLWA 21+ years
mailto:david@empow.co.za


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Re: Call for Change to the International AIDS Conference (1)

Date: 9/21/2004 11:48:47 PM Eastern Daylight Time
From: Profitinafrica
To: af-aids@eforums.healthdev.org

Dear Colleagues

I would like to endorse the idea of Open Space Technology (OST)
instead of the prevailing high cost low performance conferences
that are presently in vogue. I have had the good fortune to be
introduced to a similar technique some years ago and it works
amazingly well for planning in rather complex situations. It is
also a powerful technique to get valuable information from
knowledgeable people who don't write well in an international
language.

Under modern OST, is the listing of topics done on a computer or
is it still acceptable to use markers and paper! In our OST type
workshops we used markers and flip chart paper taped on the
walls to document the discussion as it flowed. By summarizing
the content of these flip charts, a lot of interesting insight
was captured that would normally never find its way into a con-
ference proceeding.

I like this approach very much

Peter Burgess
in New York
Tel: +1-212-772-6918
mailto:peterb@afrifund.com


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Subj: David Patient and OST
Date: 9/23/2004 9:44:38 AM Eastern Daylight Time
From: patient@mweb.co.za
To: af-aids@eforums.healthdev.org
CC: peterb@afrifund.com

Peter, thanks for the support around Open Space Technology...
for me, at this juncture in HIV, it's possibly the only way for-
ward and what do we have to loose? Everything else is coming up
blank and stigma is in the realm of reality, not academia. It's
time we found the answers from the people on the ground, doing
the work and elbows deep in this pandemic.... THEY HAVE MANY OF
THE ANSWERS.

And yes, our African version of OST still uses markers, pens,
post-its and the village market concept... we just use PC's and
a bank of typists to ensure that everything is documented and
given out PRIOR to the delegates returning home. I have always
been very frustrated by having to wait, often months, to receive
documentation from conferences, hence our intention that each
delegate leave with a copy, hot off the press so to speak. The
details of the conference are slotting together and I should be
making the announcement within the next week. If anyone is in-
terested, please drop me a note to mailto:david@empow.co.za and
I'll keep you posted on when and where and how much. Until there
is a cure, let's try a different approach... let's ask those do-
ing the work!

David Patient
mailto:patient@mweb.co.za