Assimilation: Flexible formats for constructive exchange – An interview

What does the term “non-conference” mean? What rules do such events follow and what advantages and disadvantages arise from this concept? iX asked Gerd Eschmann, who has known this format for ten years and has taken part in numerous non-conferences or supported their organisation. He has been organising events since last year with a team of five The German-speaking Java community held two non-conferences, one of them as part of the Javaland conference. The organizers’ flagship event is GeSail, where technical discussions (not just from the Java universe) are combined with sailing.

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Disagreement: Definition and Rules

iX: What is Unconference and what are the rules?

Gerd Eschmann: Unconferences are based on the observation that the best conversations at a conference happen during breaks in the so-called hallway track. An urban legend claims that Tim O’Reilly, a publisher of the same name, first picked it up and turned it into an independent program.

Unconferences come in different forms and names, for example BarCamp or Open Space. What they all have in common is that the events offer few or no specifics for content and form, and at most focus on a single focus. So one of the most important rules is: whatever can happen is exactly what is meant to happen. The other says that the people who are there are absolutely right.

However, they are not completely unstructured, but rather try to promote a constructive exchange between participants with a suitable framework. As a rule, there is a marketplace of ideas at the beginning or often in the middle, where all present can contribute their own topics. These can be evaluated and prioritized if the number of ideas is very large or even combined.

The topics are eventually distributed across time slots and available rooms and anyone who is interested in the topic goes to the corresponding session. But here too there are no fixed rules, for example regarding the duration. In the end you may have to free up space for another session, the discussion may be resumed later over dinner or other activities, or you may open another session later or the next day to address any questions that remained unanswered.

Likewise, you do not have to be present during the discussion. The format also thrives on the fact that people move on to other topics according to the mobility rule when they realize they can no longer take anything with them or contribute anything. These participants, the bumblebees, often take suggestions or insights from one topic to another, thereby improving the networking of topics and further exchange. Other people, the butterflies, ensure continuity and often a certain calmness in the event.

advantages and disadvantages

iX: What do you think are the advantages and disadvantages of this concept?

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Gerd Eschmann: In my opinion, non-conferences have several decisive advantages: They are particularly interactive, everyone can contribute their ideas, wishes and experiences and learn from each other. Non-conferences can address topical topics. A normal conference requires a long period of time in which topics are collected, evaluated, selected and prepared. As a result, the material is usually several months old by the time it is put up for discussion. They also enable different types of exchange, for example, you can give a presentation in the classic way, but involve everyone present as much as possible, have a controlled or uncontrolled discussion, code together, or include physical activities such as sports or dancing and much more. And even more, most non-conferences are organized on a voluntary basis and therefore cost less. Many also take place on weekends, so you don’t necessarily have to take holidays if you want to attend regardless of your employer. Some people also organise childcare.

Disadvantages? I don’t know of any. The only problem we as organizers sometimes hear about is that companies ask what their employees will really get from a non-conference. The question is of course understandable, but can often be answered by the motivation of the participants. Almost everyone present wants to make the most of their time, bring their own experiences and take other people’s knowledge with them. This exchange is perceived by many as a very intense experience, even on an emotional level, and is passed on to both the organizers and colleagues and superiors at home.

Usually, the discussion at a non-conference is much more closely related to the realities of the attendees’ lives and work. Even more solutions can be developed than in a normal presentation at a conference. It is simply something different, and therefore perhaps something special, than normal training.

Unforeseen events

iX: A non-conference cannot be planned: how do you deal with unforeseen events as a leader?

Gerd Eschmann: Fortunately, I am not solely responsible for our JCell Unconference, we are a good team, as is the case with all Unconferences I know. Participants often feel particularly responsible for the success and are actively involved in the organisation either beforehand or on site. Due to the limited requirements, you obviously have to be somewhat flexible and adapt seamlessly to changes in the process and formats. But this applies to organisers and participants alike and has always worked.

For example, at Jesel we depend a lot on the weather. It’s great if you can have sessions outside or even go sailing together. If that doesn’t work out, you just replan and switch to other joint activities.

iX: What was your best non-conference experience?

Gerd Eschmann: I remember many wonderful moments. Through non-conferences, I have expanded my personal and professional network considerably and developed some great friendships. Most of all, there were many inspiring conversations.

At a conference a few years ago we had a great session on extroversion and introversion. Of course, it’s a broad spectrum, but I was able to learn that many of the attendees — myself included — identified more as introverts. Then we took a closer look at what the term meant. For example, many of us had no problem joining groups or giving presentations at conferences. But most also knew the other side of needing to separate from the group and take time to recharge their batteries. Ungroups usually provide space and necessary respect for each other.

just try!

iX: What would you like to say to people who are still unsure about attending a non-conference?

Gerd Eschmann: I can only recommend giving it a try. There are also smaller events that are suitable for this as they only last a few hours or have a manageable number of participants – although a certain number of participants naturally increases the variety and diversity of topics.

Many events have a thematic focus, such as the Cooperative Modeling Camp near Vienna or the DevOps Camp in Nuremberg – one of my gateway drugs. In the greater Nuremberg area there are also many non-conferences, often one-day, for example on software crafting and testing or software engineering. At such conferences, newcomers at least have a good thematic reference that makes it easier for them to get started. If you search a bit, there are attractive offers throughout the German-speaking area and beyond.

The other end of the spectrum are larger events, such as SoCraTes with about 200 participants over three days, or non-conferences in exclusive locations such as Crete, Edinburgh or a French castle on the Loire. There is a loose association of organisers from the Java environment, the JunConference Alliance, with several non-conferences in Europe and even events around the world in Japan, South Africa and recently in Mexico.

The interview was conducted by Madeleine Domogalla.

(MDO)