Outline of Possible Session Formats
Panel
Format:
- Several speakers (pref. not more than 5)
- Possible presentations (yet pref. not over 7 - 10 min each and without text – just graphs / illustrations) if really needed
- Enough time for guided discussion among panellists and questions / comments from audience
- 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 panellists if needed)
Small Group Discussions
Format:
- The proposal has to be clear on the topic(s) to be discussed in small groups, like any other formal sessions/workshops.
- Moderators (and possibly a few experts) set the stage at the start of the session as a summary of already mapped field and challenges
- Participants split into groups per their views, or interest to discuss specific approaches or aspects; experts can be “assigned” to each group to clarify specific issues if needed
- At the end, groups can self report to everyone or moderators / experts can share results and conclude with suggestions for possible next steps and to outline what input into the plenary might be proposed.
- Remote moderators
Suggested for:
- Topics that have already been initially mapped and brainstormed in larger groups, but there is strong interest or 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 max) 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)
Roundtable
Format:
- Number of experts sitting around a table
- Roundtables may be 10 or so, or 30 or so, depending on the topic, and availability of space.
- Possible short intro points from several initial speakers to set up the scene
- Responses from rest of roundtable participants.
- Mechanism to allow audience to ask questions or make interventions
- Strong moderator(s) able to identify convergence, and divergence
- Rapporteur(s)
- 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 /Open Square with microphone
- Additional chairs around
- Remote participation (possibly with remote panellists if needed)
- Possibly shared online space (wiki / collaborative drafting/notetaking)
Ad Hoc Sessions: These sessions are more fluid, but have some basic requirements in order to enable scheduling, room allocation, and publication of events.
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.
Debate
Debate is a productive way to confront the opposing views, even by taking the very extreme positions. Debates can be between two or more ‘positions’, and can be represented by a) two or more persons, each being assisted in preparations and between the debate rounds by number of other participants b) or two or more groups, taking the debate floor alternatively and as agreed. The debates usually have strict rules and timing. One popular type is the Oxford-style debate: http://www.ox.ac.uk/oxford_debates/
A proposal for a Debate should include the topic, and suggested format, whether between individuals, or groups, etc.
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.