Do you construct a house without a design, starting with the building blocks before you have clarity on how you want to use the space you will create? Meetings and events are  the homes of our conversations. While some of them may have a clear purpose (e.g. regular status meetings, presentations, etc.) many are more intricate, especially when their success hinges on active participant involvement.

How do we design meetings where participation is important?

This complexity is at the heart of my practice. Since 2016, I have crafted diverse participatory events—ranging from multi-day strategy meetings and team retreats to conferences and stakeholder engagements. While often hired for facilitation, it’s important to note that facilitation without prior design is akin to moderation—an essential role but a distinct one.

In participatory events, a facilitator guides and supports group interactions, fostering active engagement, collaboration, and the generation of collective insights. This differs from a moderator, who primarily manages the event’s flow, speakers, and adherence to the agenda without necessarily emphasizing group collaboration and participation.

Collaboratively creating the design of your event with a skilled facilitator is crucial for ensuring thoughtful structuring, active participant engagement, and effective navigation of potential challenges. This ultimately leads to a more successful and impactful experience.

What does the design process look like?

First and foremost, it’s important to recognize that this is a collaborative process—a co-creation journey.

A well-crafted design is vital for the success of each event, and given the unique nature of each event, customisation is key. The design must achieve the right balance between structure and emergence, allowing room for creativity, co-creation, and the achievement of goals within the specified timeframe.

The process typically unfolds as follows:

1. Exploration Call

First we conduct an exploration call to determine the fit for collaboration. If there’s mutual interest, an offer is extended

2. Offer

The offer details the context discussed during the exploration call and proposes a work process.

3. Work Process

It usually involves:

  • A call with the clients’ team to gather more information about event needs and goals, exploring the event framework and its components (e.g., speeches, presentations, workgroups). This call typically lasts 60 to 90 minutes.
  • Preparation of an initial detailed script for the event in a shared format for team review and input.
  • Depending on the client, a call with the decision maker (if not part of the team) to align with their expectations. The initial script serves as a foundation for this conversation, lasting 30 to 60 minutes.
  • Subsequent calls with the team to discuss and finalize the design (60 to 90 minutes each).
  • Final buy-in from the decision maker, either through script approval or a call.
  • An organizational call and email exchange with the team to address logistics and participant communication considerations.

If necessary, additional design and organizational calls are arranged, always aiming to use time wisely.

Contact me for a free exploration call at hello@vihra.net