The Logistics of an OST Meeting

Meeting the needs of your organization may require a one-day, two-day, or three day meeting. One-day meetings are good for raising the issues and opportunities and to make ownership of change possible. A two or three day meeting will go deeper into the issues and opportunities as well as identifying priorities, and developing these into steps for action.

It is required to have a large meeting room with a large blank wall on which tape can be used. It is also necessary to have several breakout rooms, depending on the size of the group. One breakout room per 20 people usually is a good formula.

Seating in the large meeting room is in one large or several concentric circles depending on the size of the group. Breakout rooms should also be set up with chairs in a circle with no tables. A separate room for meals is ideal, but sometimes it works to have meals buffet style in the main meeting room.

Supplies needed include flip chart paper, masking tape, markers, computers (one per 10 people), a printer, and paper. A public address system in the main meeting room is ideal with groups of 30 or more.