Outline of some session formats
Panel
Format:
● Several speakers (pref. not more than 5)
● Possible presentations (yet pref. not over 7-10min each and without text - just graphs/illustrations) if really needed
● Enough time for guided discussion among panelists and questions/comments from audiance
● Moderator (pref. 2)
● Remote moderator
Suggested for:
● New sessions where one needs to explain emerging issues or specific technical/legal/// features etc
● Hearing of the positions of several main actors
Layout:
● Panel table with speakers
● Possibly Video-beam
● Several roaming microphones for Q&A
● Remote participation (possibly with remote panelists if needed)
● Tweetwall/other
Open discussion
Format:
● No panelists
● 2 strong moderators with solid knowledge in topic able to facilitate discussion with focused questions and provoking points, but also able to control the flow of the discussion in a pre-discussed direction (not to diverge too much)
● Several pre-arranged “contributors”/”commenters” to stimulate/provoke the discussion - intervening upon the invitation by moderators with short intervention (2-5min) (pref. seated in the audience; if the room layout includes a panel table then 2-3 of them may be seated at the panel table as well, but that does not mean they are granted to talk - it all depends on the dynamics and audience; others seated in the audience)
● Wide number of experts that supported the organisation of the session also present in the audience ready to contribute when convenient and stimulate discussions
● Inputs time-limited (3-4min each max)
● Rapporteur
● Remote moderator
Suggested for:
● Topics that are not new but in phase when brainstorming and collecting wide variety of views is needed, trying to identify general convergence and divergence (mapping)
Layout:
● Pref. amphitheatre / half-circle seating
● Many roaming microphones
● Several persons available to pass on the microphones
● Remote participation
● Tweetwall/other
Group Work
Format:
● Moderators (and possibly few experts) set the stage shortly as a summary of already mapped field and challenges
● Participants split into groups per their interest to discuss specific aspects (eg. technical, legal; or regional; …); experts can be “assigned” to each group to clarify specific issues if needed
● At the end groups can report to everyone or moderators/experts can share results and conclude with suggestions for possible next steps
● Remote moderators
Suggested for:
● Topics that have already been initially mapped and brainstormed in larger groups, but there is a need to do in-depth discussions on specific aspects
● Topics which are not so clear in all aspects and where there is a need for capacity building in specific aspects
Layout:
● Room with several smaller tables (for 6-10 pax) suitable for split out into several groups
● Several roaming microphones (for moderators, group reporters)
● Flipcharts/papers / possibly shared online space (wiki/collaborative drafting/notetaking)
● Remote participation (pref. on several computers suitable for each group)
● Tweetwall/other
Roundtable
Format:
● Number of experts sitting around the table
● Possible short intro points from several experts to set up the scene
● Strong moderator able to drive towards convergence
● Rapporteur
● Remote moderator
Suggested for:
● Topics that are in converging phase, where smaller groups should try to come up with converging views, outputs and best practices
● Also for narrow focused topics (specialised) where only smaller number of experts is interested to participate
Needs:
● Round-table with mics
● Additional chairs around
● Remote participation (possibly with remote panelists if needed)
● Tweetwall/other
● Possibly shared online space (wiki/collaborative drafting/notetaking)
Open Space
A method of running meetings - the agenda is decided on the day by participants and there are five main rules during the mini-breakout sessions:
1 Whoever comes is the right people: this alerts the participants that attendees of a session class as "right" simply because they care to attend
2 Whatever happens is the only thing that could have: this tells the attendees to pay attention to events of the moment, instead of worrying about what could possibly happen
3 Whenever it starts is the right time: clarifies the lack of any given schedule or structure and emphasises creativity and innovation.
4 When it's over, it's over: encourages the participants not to waste time, but to move on to something else when the fruitful discussion ends.
5 Law of Two Feet" (or "The Law of Mobility"). If at any time during our time together you find yourself in any situation where you are neither learning nor contributing, use your two feet. Go to some other place where you may learn and contribute.
See acesnet.wikispaces
Birds of A Feather (BoF)
A BoF session is an informal meeting where the attendees group together based on a shared interest and carry out discussions without any pre-planned agenda. There is no need for preparation before the conference starts. Any individual or group can present a theme for this meeting. The Call for participation can be announced in certain occasions (at the plenary, placed in an electronic bulletin board, or even a physical bulletin board).
The host is expected to allocate some open space/room to be used freely, during break time or after formal meeting hours.
See: Wikipedia
Debate
Debate is a productive way to confront the opposing views, even by taking the very extreme positions. The two sides can be represented by a) two persons, each being assisted in preparations and between the debate rounds by number of other participants b) or two groups, taking the debate floor alternatively and as agreed. The debate has strict rules and timing. One popular type is the Oxford-style debate: http://www.ox.ac.uk/oxford_debates/
Unconference
See: http://www.stockholminternetforum.se/sifs-unconference-where-the-participants-provide-the-content/
Other
Other possible formats include bazaars (place for exchange of best practices/success stories/challenges), poster sessions (with short presentations of achievements, especially research), etc.