Search conferences have three broad stages: pre-planning; the conference; and implementation.
Pre-planning
- First Planning Session: (6-8 hours) Determine whether a Search Conference will meet your needs. If it will, decide on the conference themes and purpose, arrange a venue and draw up an invitation list.
- Secure keynote speakers. Their presence should break the ice and set the flavour of the event, but not dominate it.
- Second Planning Session: (3-4 hours) This serves as a progress 'check-in' and a time to redirect efforts if necessary. Questions are answered and all conference plans are finalized. It is best to hold this session with the facilitator present, however, when travel costs are a major concern it is possible to substitute an extensive telephone conference call between the planning group and the facilitator.
- The Search Conference: (One full day or more). The participants will share information, discuss issues, and complete a series of small and large group tasks, which culminate in a strategic goal setting and action planning session. These tasks should encompass the following:
- Analyze the environment (background, possible future, what is working/not working)
- Analyze the'SYSTEM', what routines, practices, restrictions, rules and structures influence the present known community issues, the community itself and its environment.
- Plan how our system can best flourish, within our environment. (This should develop realistic action plans engendered through new understandings.)
- Follow-up Session(s): This is a time to celebrate individual and group successes. Evaluate the ultimate success of the conference by how easily the action plans can be implemented. Progress is assessed and plans are modified as needed.
- People are give roles and deadlines set.
- The action plans are put into practice.
