The Wingspread Conference Center provides a unique and comfortable setting for dynamic meetings and conversations on significant public issues. The staff is dedicated to providing an environment that encourages civil debate to resolve problematic issues. To that end, we work to establish agendas that lead to accomplishing conference goals and objectives. Over the past 40 years, a tradition of excellence in service and conference support, known as “the Wingspread Way”, has evolved. With that in mind, we offer the following suggestions:

• Be realistic about what can be accomplished within the timeframe provided, and focus the agenda on desired results.
• Be attentive to conferees’ need to engage in meaningful dialogue, and provide ample opportunity for discussion and debate.
• Be aware of participants’ human needs by scheduling breaks and times to think about the issues.
• Communicate clearly with participants before the conference so they understand expectations and their role in achieving the desired results.
• Share conference papers or other written information with participants in advance of the meeting so they are well prepared for discussions.

Session Design: Many approaches can be taken to design sessions that accomplish conference goals. For larger conferences, we strongly recommend that a mix of session designs be used, and that part of the conference be dedicated to small group collaboration. Clear goals and good facilitation for small groups are essential in reaching useful outcomes. Large group sessions, particularly those where individual or panel presentations are used, should be carefully designed to engage participants in dialogue. This time is most useful for encouraging alternative views and opinions. Meals are reserved for informal discussion rather than presentations or keynote addresses. Foundation staff can suggest alternative session designs for shorter or unusual meetings.

Start Time: Late afternoon (3:00-5:00 p.m.) opening sessions allow participants to limit the time out of their offices and still engage in the substance of the conference and with their fellow conferees right away. Schedule hospitality time 30 minutes prior to the opening session to provide a transition between hectic travel schedules and the intensity of the conference.

Opening Session (plenary): The opening session should allow time to introduce conferees, give an overview of the purpose and objectives of the conference, and assure common understanding. This is a good time to begin stimulating the discussion that will lead to achieving the conference objectives and frequently includes a challenging speaker or panel to “set the stage”. Recommended time: 1 to 2 hours.

Hospitality and Dinner (first night): The Foundation provides hospitality before dinner. This is time for conferees to connect with one another and to informally select dinner companions. Because our chef and wait staff do everything possible to make dinner an enjoyable and delicious experience, we strongly encourage keeping within the timeframes established by the agenda. Recommended time: 1 -1 ½ hours.

After Dinner: Given the intensity of sessions, as well as the length of the conferees’ day, we encourage informal conversation and dialogue in the Guest House after dinner. We strongly discourage formal sessions after dinner.

Second and Third Day Start Times: Beginning the second and third day at 8:30 or 9:00 a.m. allows sufficient time for conferees to finish breakfast and prepare for a full meeting day on day two, or time to pack and check out of the Guest House on day three.

Breaks: Two breaks (morning and afternoon) per day for refreshments, comfort, and networking should be scheduled for at least 30 minutes each.

Leisure Break:
A minimum of a one-hour leisure break mid-afternoon on day two is strongly recommended. Conferees need time to stretch, check messages, and consult with one another. The grounds and Guest House at Wingspread are highly conducive to reflection and quiet dialogue that enhance the conferees’ deliberation. This could follow lunch or be scheduled later.

Lunch and Hospitality: A 15-minute hospitality precedes lunch, and an hour is allocated for lunch and returning to the conference session. This allows conferees to move to and from the dining room and affords them the opportunity to decompress, reflect informally on the morning sessions, and discuss questions with their colleagues.

End Time Day Three: Ending the conference on day three at 1:00 p.m. allows conferees sufficient time to have lunch and catch mid- to late-afternoon flights home. Concluding sessions should provide ample time for definition of next steps and review of conference conclusions. Recommended adjournment time: noon.