Opening
Organizers and moderator welcome attendees and explain the process and the programme for the day. Other speakers like sponsors or company representatives might also address the participants. After that normally a short introduction round follows if necessary.
Session Planning
The participants think about their session offers and write it down on a piece of paper. They need to find a title for it and should add their Name and maybe in which language they can hold their session.
All participants that want to give a session get up and one after another pitch their session ideas to the plenary. E.g. „I want to discuss xyz“ or „I could tell you something about ABC.“ or you can also ask a question:
„Is here someone who knows about BLA and would like to explain it to me?“
After each pitch the participants vote with a simple hand raise whether they are interested in this session.
Agenda Building
All session ideas are voted on, and according to the interest of the plenary a room and time is chosen and put into the schedule for the day. When all time slots are filled, the sessions can begin. The session plan should be published to all participants.
Sessions
According to the plan all sessions whether they are discussion, workshops or presentations and happen based on the agreed agenda.
Documentation
Sometimes all the sessions need to be documented. They can be recorded or protocolled or at the end of each session the key points are collected collectively. Participants often also document sessions for public sharing for example on their blog or social media.