Buzz, sounds like you are doing very valuable, important work! I have a few thoughts.
Saving invitations has not been something I am good at, the client usually handles this...I will try to save them in the future. I will look to see if I can find any to send you. The coaching I provide clients includes less about "Open Space Technology" and more about "What's in it for you if you participate....such as what's the theme (braod enough to foster inclusion and creativity, but focused enough to seem actionable)....and how will I be able to make a difference or add value...if I show up am going going to be expected to stay involved...or will I have the option to stay involved on my terms...what makes this important work for people I care about...etc. The "open space" references are more likely to highlight references to energy, inclusion, innovation, something different, creating your own agenda to as contrasted to someone else's agenda...this bias of mine is based on working with clients who are not familiar with methods...it is easier after people have had their first positive experience. In terms of the three days, what is important to me about this approach is that it is intended to create a sense that this work is so important and/or the results so potentially impactful and the connections for the future so valuable that I wouldn't want to miss a day. Also, I often will point out how three days now will be less time consuming (and maybe more fun, depending on the issue) than the traditional half or all day meetings held monthly or bi-monthly which take a year to get results! For pre registration our clients have had three types of experience: 1 - everyone wants to (or has to) be there and so the responses come in quick; 2 - seed people who have a stake in the results and live in different geographic areas work local connections, encouraging written responses early (but accept them up to the last minute) and getting a sense of approximately how many people seem likely to show up even though they did not respond; 3 - plan on 50% more than the number who respond before the deadline. Actually, one strategy I just remembered that worked for someone was to say "we will provide lunch for free to anyone who signs up in advance." While the implication is that you don't get your free lunch if you don't sign up, the truth was that they had a buffet lunch with a caterer who could respond quickly and feed veryone after they got there! This group got very close to the number that signed up, so the flexibility of the caterer was not tested. Congratulations on including kids, the adults who attend have always been impressed with the contributions of kids when we could include them...even if some of what they heard was uncomfortable. We have worked with the Principles, Guidance Departments and, in one case, the Director/Teacher of a program in the schools for teen moms in school. In every case we asked that everyone "sign in" (including adults) so we could find people in an emergency - not for the purpose of "taking attendence" Therefore, while the kids knew they needed to check in to get credit for being there, they did not feel as though they were subject to requirements different from the adults. In a couple of cases there were also adults from the schools who could help affirm that people were really there.... FRANKLY, MY EXPERIENCE IS THAT KIDS ARE SO BLOWN AWAY BY THE OPPORTUNITY THAT THEY DON'T WANT TO LEAVE AND SOME ARE GETTING A KICK OUT OF CHECKING OUT HOW THE ADULTS ARE ACTING SO ATTENDENCE IS EASY. As far as liability, work with the schools...they seem to be able to use the same paper work that they use for field trips. I cannot provide any useful software help. There is a man from Washington D.C. who, as I recall, work almost exclusively with kids or gangs or something...he has been to OSONOS in the past...maybe he is online with us now, if not does anyone recall his name for Buzz? Best Wishes Chris Kloth
