Reimagining the Conference ExperienceWritten by Kirsten Anderson – This article is from AIM Issue 2 (released November 2023). What might be possible if we took the time to reimagine more of what we do?In July of 2022, a team of volunteers near Vancouver, British Columbia, in Canada, came together to plan the in-person conference to be held in July of 2023. Though most of us had not met in person, thanks to years of Open Space we knew each other at least virtually. With a staggering nine out of ten organizing committee members never having been to an in-person AIN conference before, the choice of ReimAgINe as our theme seemed like a natural fit. We set out to play with the balance of traditions, rituals, expectations, novelty, and never-been-done-before additions. Here are three insights from our consistent ReimAgINing process to apply to your projects and work:
1. Make It FunCarla Vigara, the chair of the Spain AIN22 conference, gave a piece of advice that helped as a reminder: “Don’t take things too seriously.” It wasn’t easy all of the time, but it was a touchstone that we kept returning to. TIP: Whatever the project or interaction, we can keep asking ourselves, “How do we make this more fun, more playful?”
2. Align on ValuesWho you work with matters to your success and enjoyment, and the 2023 organizing team was exceptional on both fronts! First, we discussed values and intentions around the planning process: how we as individuals and as a team would work together with an improvisor’s mindset. Second, we considered the values of the organization, and how these values would be demonstrated. We wanted them to shine through in all that we created in our communications and integrated into the conference. TIP: Align on values early, for your team formation, processes, communications, and objectives.
3. Permission To Be Imperfect TogetherWe were not able to control all that happened at the conference but we were able to control how we reacted to it. In my opening remarks, I mentioned the classic analogy of the duck gliding over water while the feet are quickly paddling beneath the surface. This was a pre-emptive reality check for us as volunteers and for participants that, yes, things would go wrong, and we would work intensely in the background to problem-solve. When overwhelm built up, we knew we had each other’s backs and were determined to make each other look good. TIP: Accept that there will be mistakes, “failures,” things that won’t go as planned, and that we will have compassion not only for each other but for ourselves. What were some of the specific, ‘never-been-done-before’ additions to the conference to represent the values of fun, playfulness, and connection? ThoughtExchange: David Guthro created surveys for AIN members to identify priorities. The results gave us validation to keep gaps between sessions. These breaks needed to be long enough for those impromptu conversations and connection while also giving direction for our programming choices. Billeting: Avril Orloff generously offered to help find and match up local volunteer host homes for those that could use help with accommodation costs. This generosity was such a hit, one of our recipients bought a learning journey for their host as an act of thanks and many new friendships were formed! Trading cards: Brett MacDonald was the brain behind the random cards (similar to Pokémon or baseball cards) given out at registration to all attendees. They depicted each of the organizing team and featured speakers with amusing powers and weaknesses. This created an excuse to approach those we didn’t yet know in hopes of collecting and trading to complete a full set of fourteen, plus the elusive Colin Mochrie card. Doughnut Wall: At our opening, we had a novel way to display award winning doughnuts on a wall of pegs. Eating these “hole foods” elicited surprise, delight, and mingling! Tiny Toy Toilet: It even made flushing sounds so that participants could write down any small frustrations or annoyances they wanted to express, let go of, and throw in the toilet. This was one way we wanted to play with the idea of us being imperfect together. Our caring ombudsperson, Chris Esparza, set us up for psychological safety as we heard where to take any serious concerns. Birds of a Feather: cards placed in the centerpieces with different themes to bring people together at our first lunch. These diverse and inclusive conversation prompts were an opportunity to find those who wanted to discuss topics of shared interest so that first-time attendees felt included early on. Silent Disco: had a hundred of us wearing headphones, listening to music, and dancing in the streets in unison under a full moon and a sky of fireworks. It was fun, public, improvised play, and human connection, embodying the identified values. Back in July 2022, the organizing committee had set out to be imperfect, together. Valuing playful connection, we had a clear mission to ReimAgINe what was possible for the conference, our team, and 225 attendees from 16 countries. The result was collective effervescence, worthy of a standing ovation, with relationships and ripple effects sure to spread beyond our community for years to come.
About the Author: Kirsten AndersonAfter 25 years as an entrepreneur and play expert on GlobalTV, Kirsten sold her award-winning toy store to bridge her expertise in leadership & the bottom-line benefits of playfulness at work. International keynote speaker, facilitator, and founder of Integrate Play Solutions, Kirsten is helping teams improve creativity, culture, communication, and psychological safety utilizing Applied Improvisation and LEGO Serious Play. (Read more from our magazine issues: click here to access our article database.) (Last Updated: Thursday, January 29th, 2026) |