We’ve all been to events where the formal talking part feels like it will never end, and you just want to get back to conversations with a bunch of interesting people… and we’ve all had times where we don’t really know anyone, and it feels awkward to join in on conversations.
These are a couple of reason I love the Open Space format. It’s one of my favourite ways to have just enough structure while being adaptive and providing a fun and safe way for everyone to participate however they’re comfortable.
It’s a dynamic, participant-driven approach designed to help spark meaningful conversations, build connections, and accelerate problem-solving.
Since the late 2000s I’ve been lucky to both facilitate and be a participant in a lot of sessions that have used Open Space.
On Thursday night at our first Adelaide Design Thinking meetup, we’ll be using Open Space as part of co-designing what the community wants from the meetup. As I prepare, I thought I’d take to opportunity to share a bit about what Open Space is, why it’s so valuable, how it works, and the key considerations when designing for a great experience.
What’s the Open Space Format?
Open Space is an extremely engaging, participatory, and flexible format for meetings, workshops, and events. It creates space and empowers participants to shape the agenda and guide the conversations.
It’s built on the principles of self-organisation, freedom, and shared responsibility.
The format was pioneered by Harrison Owen in the 1980s, inspired by the observation that the most valuable conversations at conferences often happen during coffee breaks and in the unstructured time.
Unlike traditional events with tightly controlled schedules and topics, Open Space builds on this spontaneity and engagement while still delivering tangible outcomes. It’s designed to create space for the conversations that need to happen – especially the ones that might not occur in more structured settings.
This means it aligns well with the Unconference approach and sometimes the terms are used interchangeably… though Open Space is a specific method for facilitating participant-driven events.
Four Principles & One Law
Open Space is guided by four key principles and one law… and I reckon they’re a pretty good framing for life in general.
- Whoever shows up are the right people. Trust that the people who show up are the ones meant to be there
- When it starts is the right time. Creativity and insights can’t be forced – they emerge when the time is right
- Whatever happens is the only thing that could have. Let go of expectations and embrace the flow
- When it’s over, it’s over. Don’t force conversations to last longer than they need to
The Law of Two Feet: If you’re not learning or contributing – or just curious, move to a space where you can.
These simple principles empower participants to take ownership of their experience and engage in conversations that matter to them.
This results in bees who move between conversations and cross-pollinate them… and butterflies who flit and mostly stay on the periphery – this includes people who just want to hang out and chat with each other at community and networking events.
Why Use Open Space?
The value of Open Space goes beyond more engaging events. It’s a powerful tool for:
- Collaboration and creativity. By inviting diverse perspectives, Open Space fosters innovative thinking and co-creation
- Empowerment and ownership. Participants feel a greater sense of ownership when they drive the agenda and shape the outcomes
- Engagement and trust. The format builds psychological safety by encouraging open dialogue and valuing every voice
- Accelerated problem-solving. By focusing on what matters most to participants, Open Space quickly surfaces insights and solutions
- Building momentum. The energy and commitment generated during Open Space often lead to sustained action beyond the event itself
This makes Open Space really valuable for convening community groups, leadership development, complex problem-solving, and driving innovation – areas where tapping into the collective intelligence of a group is powerful.
It designs for an engaging environment that surfaces fresh insights, builds connections and momentum, and leaves people feeling energised because they contributed.
How Open Space Works
While Open Space is intentionally loosely structured, it generally follows a clear process that helps create productive conversations and outcomes. I always apply the general principles but remix these steps depending on the context, how much time we have, and other factors – including if we’re doing it in person or online.
Setting the Theme & Purpose
Every Open Space event is built around a central theme or question, such as “How might we accelerate the transition to more regenerative ways of living and doing business?” This theme provides focus while allowing for diverse topics within it.
Kickoff/Opening Circle
The event begins with all participants gathered in a circle. The facilitator sets the tone, introduces the principles and law of Open Space, and invites participants to propose topics.
Marketplace of Ideas
Participants write their topics on sticky notes, briefly share them with the group, and post them on a board/wall. Each person chooses the session(s) they want to join driven by the group’s collective interests.
Breakout Sessions
Participants move to different spaces for their chosen session(s). Each session is led by the person who proposed the topic, but the conversation is shaped by the participants. Sessions may involve deep discussions, brainstorming, collaborative problem-solving, or practical action planning.
Playback/Closing Circle
At the end of the event, everyone comes back together to share key insights and next steps. This collective reflection helps crystalise learning and build momentum for action.
Designing for a Great Experience
While Open Space is simple in concept, there are a few key factors to consider when designing for a great experience:
Clear Purpose & Invitation
Define a compelling theme and clearly communicate the purpose of the event. The invitation should inspire participants to engage fully.
Psych Safety
Create an environment where people feel safe to share ideas, ask questions, and challenge assumptions. The facilitator plays a key role in setting this tone.
Balance of Structure & Flexibility
Provide enough structure to keep the event focused while allowing flexibility for organic conversations to emerge. Embrace the organic nature of bringing groups of people together and be ready to adapt.
Trust the People & Process
Open Space works best when organisers and participants can let go of the desire for control (which is an illusion anyway) and put their trust the people who’ve shown up. You’ve designed for and prepared a supportive environment, so trust the process – even when it feels uncertain or chaotic at first.
Remember it’s built on the principles of self-organisation, freedom, and shared responsibility. Everyone has ownership and choice of their own experience.
Capture Insights & Actions
Capture key insights and agreed actions during each session, ensuring that outcomes are documented and shared. Sticky notes, photos, and video can do most of the heavy lifting here – and can be reviewed and synthesised later where that’s needed.
What I’ve Learnt
The Open Space format is a powerful tool for unlocking collective intelligence, fostering collaboration, and accelerating progress on complex challenges.
By creating space for the conversations that matter most, Open Space empowers participants to take ownership, share their perspectives, and co-create solutions that drive meaningful change.
If you’re looking to energise your teams, spark innovation, or work on tough challenges, consider experimenting with Open Space. I think you’ll be surprised by the insights, energy, and momentum that emerge when you trust the people and process and create space for the right conversations.
Let’s Collaborate
As I mentioned, I love designing and delivering these experiences.
At Dynamic4, we specialise in leadership, design, and innovation with a focus on purpose and wellbeing. We do that by working alongside leaders and their teams to navigate complexity and solve problems that matter.
We love helping our clients design, build, and launch ideas that customers and teams love, make money, and do great things for people and our planet while increasing wellbeing.
This mostly takes the shape of coaching and advice, workshops, innovation sprints, and designing and delivering leadership, design thinking & innovation programs… and these often include using Open Space.
Ready to have fun collaborating to solve problems that matter?
