Open Space Technology is a way to run a meeting with no pre-set agenda, where participants create the sessions themselves around a central question. It sounds chaotic, but it is one of the most reliable methods for getting a large, diverse group to work on a complex issue. This guide explains what Open Space is, its principles, how a session runs, and when to use it.
Open Space Technology Definition
Open Space Technology is a self-organizing meeting method in which participants propose discussion topics related to a central theme, schedule them on a shared agenda wall, and then join whichever sessions interest them. It was developed by Harrison Owen in the 1980s. Groups from five to more than a thousand people have used it, for anywhere from a few hours to three days.
The Four Principles and One Law
- Whoever comes are the right people. The people who care enough to show up are the ones to work with.
- Whatever happens is the only thing that could have. Let go of expectations and focus on what is happening now.
- Whenever it starts is the right time. Creativity does not follow a schedule.
- When it is over, it is over. If a conversation is finished early, move on.
- The law of two feet. If you are not learning or contributing, go somewhere you can.
How an Open Space Session Works
- Opening circle. Everyone sits in a circle. The facilitator introduces the theme, the principles, and the process.
- Opening the marketplace. Anyone who wants to host a session writes a topic on a sheet, announces it, and posts it on the agenda wall in a time and space slot.
- Signing up. Participants browse the wall and choose sessions.
- Sessions. Hosts start their sessions and make sure notes are taken. People move freely between groups.
- News room. Session notes go on a shared wall or document so everyone can read them.
- Closing circle. Participants share reflections. In longer events, topics are prioritized and action groups form.
Roles in Open Space
- Sponsor: the leader who invites people and owns the theme.
- Facilitator: opens and holds the space, then stays out of the way.
- Conveners: participants who host sessions.
- Bumblebees and butterflies: people who move between sessions (bumblebees) or step out for informal conversations (butterflies). Both are welcome.
When to Use Open Space
- The issue is complex and no one person has the answer.
- People feel passionate about it, and there may be conflict.
- There is a real need to decide or act soon.
- Leaders are willing to let participants shape the agenda and outcomes.
Avoid Open Space when leaders already know the answer and want buy-in, or when the outcome is fixed.
Open Space vs. Unconference vs. World Café
| Open Space | Unconference | World Café | |
|---|---|---|---|
| Agenda | Created on the day around one theme | Created on the day, often broad | Set questions |
| Typical use | Organizational change, strategy | Professional and tech communities | Exploring a theme together |
| Output | Session reports, action plans | Shared learning | Themes and insights |
See what is an unconference and what is a World Café.
Related guides: what is a retreat, what is a town hall meeting, and workshop roles.
Frequently Asked Questions
How long does an Open Space meeting take?
A half-day can work for one focused theme. One to three days allows more sessions, prioritization, and action planning.
What if nobody proposes a topic?
This rarely happens when the theme matters to people. A strong, open theme question and a few people briefed in advance to post first help.
Can Open Space work online?
Yes. Use a shared board as the agenda wall, breakout rooms as spaces, and a shared document for notes.
