The World Café is a participatory large-group format where participants discuss various topics in multiple rounds at rotating tables. Each table has a specific theme and a consistent moderator (the host), who captures the insights of the rotating guests and carries them forward to the next round.
Inventors: Juanita Brown, David Isaacs (1995)
Participants: 20 or more, ideally 100+
Table size: 4–6 people per round
What is a World Café?
The World Café originated in the USA in 1995 and is now one of the most established large-group formats for participatory events. The core idea: in a relaxed café-style atmosphere, complex topics can often be discussed more deeply at small tables than in a traditional plenary session. The rotating rounds ensure that everyone engages with a wide variety of perspectives—a "cross-section of the community" on a small scale.
Unlike a BarCamp, there is a prepared set of topics and a clear methodology; unlike a breakout session, the focus is on cross-pollinating ideas between different groups.
Process
- Plenary introduction: Explanation of the methodology and presentation of topics
- First round: Participants sit at a topic table of their choice, discuss for approx. 20–30 minutes, and record key points
- Rotation: All participants except the host move to a different table
- Subsequent rounds: The host summarizes what has already been discussed at the table; new guests contribute their perspectives
- Multiple rounds: Typically 3–4 rotations, depending on the number of topics and available time
- Plenary wrap-up: Hosts present the insights from their tables, potentially with visual aids
- Synthesis: The moderator summarizes overarching patterns and findings
Key elements
- Café atmosphere: Tablecloths (often paper for writing on), table lamps, snacks, and perhaps café music
- Table hosts as "guardians of the topic" – a major lever for quality
- Multiple topics in parallel – participants choose their areas of focus
- Visualization: Writing, drawing, and sketchnoting directly on the tablecloth
- Conscious alternation between silence (taking notes) and conversation
- Result synthesis as a shared insight for the entire group
When the format is suitable
- For complex, strategic questions that require multiple perspectives
- When the community is heterogeneous and should learn from one another
- For sensitive topics that would be difficult to negotiate in an open plenary
- For vision development and collaborative brainstorming
- For general meetings with a focus on participation
- As a change of pace in multi-day conference programs
Organizational requirements
- Room with several round tables and enough space for 4–6 people per table
- Paper tablecloths and pens in multiple colors
- Clear topic preparation: One concrete, engaging question per table
- Briefing the hosts: Methodology, facilitation, and summarizing
- Time management with clear signals for rotations
- Catering suited to the setting: Coffee, snacks, non-alcoholic beverages
- Follow-up: Photographing, transcribing, and sharing the results
Best practices
- Maximum of 5–6 topics – less is more
- Recruit hosts early and provide a written briefing
- Make the first round longer than the subsequent ones – the topic needs to be "opened up"
- Take the synthesis seriously – don't jump to the plenary too early
- Make insights visible – gallery of tablecloths, photo wall, live visualization
- Define next steps: What happens with the results?
World Cafés with Converia
Converia also manages World Café sessions: registration with topic preferences, session plans for table moderators, material preparation per topic table, and post-event publication of the collected insights in the participant portal.
Offering participatory formats in a structured way
With Converia, you can organize even large-scale participatory events professionally—without the café experience getting lost in the organizational chaos.
- BarCamp – Formats & Trends
- Breakout Session – Formats & Trends
- Open Session – Formats & Trends
Registration with topic preferences, session schedules, materials, and post-event documentation—all managed in a structured way.