This guide is designed to assist organizers in facilitating an Open Space event, ensuring a smooth and engaging experience for all participants. From venue agreements to event structure, this document outlines key steps and considerations.

• Socrates Meetup Concept: Confirm the venue host understands the Socrates Meetup concept to align expectations.
• Catering:
  • Ensure there are both non-vegetarian and vegetarian options.
  • Arrange for food to arrive one hour before the lightning sessions begin.
• Amenities:
  • Confirm the availability of WIFI.
  • Discuss closing times to plan the event schedule accordingly.

• Admin Rights: Verify you have admin rights on the SocratesBE Meetup Group.
• Co-host Addition: Add the venue contact person to the SocratesBE Meetup Group and designate them as a co-host.
• Event Details: Include practical information such as directions and parking on the event page.
• Schedule: Propose an event timeline starting at 19:15 to end at 23:00, with designated times for doors opening, food, lightning talks, marketplace, sessions, and closing.

• Breakout Rooms: Identify up to 4 breakout rooms, label them with post-its, and note their features (e.g., capacity, availability of a projector).
• Facilities Marking: Clearly mark restrooms and check the requirements for presenting lightning talks, including HDMI cable or WIFI for casting.

• Warmly welcome participants and express gratitude to the venue host and food/drink suppliers.
• Share essential information (e.g., restrooms, emergency exits, WIFI password).
• Request help if needed to remember details.

• Conduct short, inspirational sessions to stimulate ideas, limiting each to 7 minutes.
• Manage time and questions effectively, encouraging further discussion in breakout sessions if needed.

Explain the unconference format, emphasizing its foundation on open space technology, which allows for a flexible agenda driven by participant input. Outline the four principles and one law guiding Open Space:

1. Whoever Comes Is the Right People: Valuing every participant's contribution.
2. Whatever Happens Is the Only Thing That Could Have: Embracing the event's flow.
3. When It Starts Is the Right Time: Appreciating spontaneity.
4. When It’s Over, It’s Over: Respecting discussions' natural conclusion.

• Highlight participants' freedom to choose their sessions and move if they're not engaged.

• Arrange a collaborative agenda-setting with post-its for session proposals.
• Allow participants to present topics and form the agenda collectively, emphasizing equipment availability in certain rooms.
• Encourage ongoing discussions to relocate if necessary to avoid session interruptions.

• Inform participants about session timings.
• Facilitate the transition of discussions to new spaces as needed, ensuring a smooth flow of the event.