In January 2025, I had the privilege of collaborating once again with the amazing open space facilitator, April Jefferson, to deliver another art-infused experience. With every collaboration, we refine our processes, learn new things, and grow together. It’s always an exciting journey, and this time was no exception!
One of the things I really enjoy is when a client has a clear theme or vision in mind for their event or conference. This particular client’s theme was inspired by a concept called escape velocity—the minimum speed needed for an object to escape the gravitational pull of a planet (according to Wikipedia). I will admit, I was not familiar with the concept at first, so I spent a few hours researching it, then another few hours brainstorming and sketching how I could visually represent this concept in an impactful way.
The final visuals we created were a hit. The client loved them so much that they wanted to incorporate the designs into their presentation deck for the main stage and as pop-up banners outside the event area. People were also really impressed with April’s thoughtful facilitation, and with the combination of her expertise, people commented how the visuals created a truly immersive and engaging experience.
As we move forward, it is clear that how we curate a space makes a big difference. There is always room for improvement, and we learned a few valuable lessons from this event that will help guide our next one.
Key Takeaways:
Room Layout/Traffic Flow: For a more seamless visual experience, we found it works best to place the agenda board near the door, where participants are entering and exiting. This ensures that the agenda is easy to spot and keeps the flow of the event smooth.
Sustainability Matters: Participants raised valid concerns about the plastic fidget toys being used. For future events, we have a selection of sustainable alternatives that still keep the energy of the space interactive and playful without compromising the environment.
Invest in Good Photography: A good camera is a must for capturing high-quality photos and videos. For next time, we agreed to create a photography schedule to make sure we find time to capture those special moments for the post-event summary document. The other option is to find someone to task with taking photos and/or video.
Stay Flexible and Have a Backup Plan: When the hotel misplaced our visual boards, I was able to quickly pivot because I had already researched a nearby art supplier. Luckily they located the boards. Always be ready for the unexpected!
Confirm Shipments with the Venue: If you ship products or items to a hotel, avoid relying on a notification that the shipment has arrived. Work with your logisitics point of contact to get a direct confirmation from the hotel that they have received and properly stored the items. This will save you a lot of headaches when you arrive on location.
All in all, this event was a great success, and we are already looking forward to refining our process for the next open space event. Every gathering teaches us something new, and that’s what makes this work so special.
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