Every Knowledge Café follows a simple rhythm that brings people together in conversation. Without some structure, time can slip away, and voices can be lost. By clarifying roles and pacing the flow, we create a balanced space where everyone can contribute and the dialogue can unfold naturally.
The roles, procedure, and approximate timing of a typical customized Knowledge Café are outlined below.
Every Café is different. The table below is for guidance only.
There are usually four roles.
- The sponsor is the person who has requested the Café.
- The host is usually me, David Gurteen. I facilitate the Café process.
- The speaker is the person who gives the Café talk and poses the question that triggers the Café conversation. They also take part in the conversation. I am usually both the speaker and the host.
- The participants are the people who take part in the Café conversation.
The Café typically takes 2 hours. So, assuming a 3 pm start.
| 14:30 – 14:45 | The sponsor, host, and speaker arrive. Any necessary changes to the room setup are made, and the details of the Café are discussed. |
| 14:45 – 15:00 | The participants arrive in time for the start. |
| 15:00 – 15:05 | The sponsor welcomes the participants, introduces the host and speaker, and provides a brief overview of the event. (5 mins) |
| 15:05 – 15:15 | The host welcomes the participants and runs three two-minute rounds of “speed conversation” (optional) (10 mins) |
| 15:15 – 15:35 | The speaker gives their talk and poses the “trigger question”. (20 – 30 mins) |
| 15:35 – 15:45 | The host briefly explains the Café process and introduces the speaker. (5 – 10 mins) |
| 15:45 – 16:30 | The host facilitates the Café process. Three rounds of small group conversation. (10 – 15 mins per round). The sponsor and the speaker join in the small group conversations. The host either joins one of the tables or wanders from group to group, listening in and facilitating the change of tables at the end of each round. |
| 16:30 – 17:00 | The host brings the small group conversations to a close and asks everyone to form a circle with their chairs. The sponsor and speaker also join the circle. The speaker is an equal member of the circle, like anyone else, but is expected to engage a little more than others and answer questions if asked. The host is responsible for facilitating the entire group conversation as necessary and keeping the conversation on time. If there is sufficient time (and there rarely is in a 2-hour Café), the host goes around the circle and asks each person in turn to share one actionable insight (an idea they have gleaned that will influence their decision making or one thing that they plan to do differently) that has come about as a result of their conversations. Finally, the host closes the Café and thanks the sponsor, speaker, and participants for attending. The sponsor usually adds their words of thanks. (30 mins) |
| 17:00 onwards | The Café may run past its official closing time to give those who wish to stay the opportunity for further informal conversations. |
When we plan the flow of a Knowledge Café, we make space for everyone to speak and be heard. Clear roles and timing help the conversation stay focused and alive. By following a simple structure, we create the freedom for deeper exchange and shared understanding to emerge.
Blook Search
Google Web Search
The Gurteen Knowledge Letter is a free monthly newsletter with over 20,000 subscribers that I have been publishing by email for over 20 years.
Learn more about the newsletter and register here.