Before the event, the sponsors, and any teams they designate, prepare for the event.; The outcomes and theme, the time frame, the givens and parameters for action and the invitation list are all determined in advance to maximize success.; The invitation informs participants as to the outcomes sought, the theme and their role at the event in co-creating the agenda. When participants enter an Open Space Technology meeting the following takes place:

• They walk in and see a circle of chairs, with no tables in the middle and a “market place” wall near-by. The sponsor states the outcomes and theme and any givens or parameters for action to set the context.
• The facilitator then walks the circle to engage the leadership in the room by re-stating the theme and describing the process and the principles that inform it.; Both the Principles and Law (see below) that govern behavior in Open Space and the responsibilities that discussion initiators must assume are described.
• Participants are then asked to identify the challenge or opportunity with regard to the theme that he/she has a passion to pursue and for which he/she will take some responsibility.; Everyone who wishes can then go to the centre of the room and write their topic on a sheet of paper.; They choose a start time and location for their discussion from prepared post-its on matrix and tape their topic on the wall.
• Everyone then goes up to the wall, at the same time, to sign up for topics they wish to join and negotiate any changes in timing or combination of items. It is intentionally chaotic and it creates an agenda owned by the participants.

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The process of "Opening the Space" takes less than an hour no matter the size of the group.

• Topic initiators start their group's discussion and ensure that a record of the discussion is entered into the computer system. Reports from these discussions are posted as soon as they are entered.
• Participants get a copy of the report on site at most events. Otherwise, the reports can be sent electronically or posted on a web site. The reports are often used in convergence -- setting priorities and determining next steps.

• The event or space is closed in a way that participants share their reflections on their learning or experience.

• A “talking piece” is often used to enable this closing reflection.

Time frames for Open Space Technology events range from 4 hours to 2.5 days depending on group size and the challenge at hand.;

The facilitator’s role is to open and hold the space for participant initiative, learning and self-organization and to guide the convergence process. Working groups that form in Open Space often carry on beyond the event to accomplish the tasks they set for themselves. This action is shaped by the parameters established by the sponsors before the event. 

When there is real freedom for taking action, some issues can be addressed quickly. Others require concerted action or project development.; Some are good ideas but need more work before any action is possible.; On those contentious issues, it if often good to Open the Space again.

Usually, a surprising sense of the whole organization or unit, its direction and interconnections emerges for participants during Open Space events.; Because action is chosen and breakthrough learning often occurs, both culture change and performance improvements have been documented. Most critical issues and opportunities certainly get on the table, if participants take the initiative.

The results of Open Space meetings are often startling. As a "large group" intervention it can shift culture and develop positive momentum. It can enable sponsors and participants to intentionally experience the self-organizing processes that take place when organizations work at their best.