Everyone takes part in simultaneous rounds of conversation, and after a set time, participants switch tables and continue the discussion with new people. By carrying ideas from their previous group, participants help those ideas grow, evolve, and connect across the room.

How to do it

Step by step process:

1. Define the purpose, objectives and desired outcomes, to ensure the event is focused and meaningful for participants.
2. Recruit a diverse group of participants by identifying who should be involved and inviting them to participate.
3. Set up the space café-style with small tables for group conversations of approx. 4-6 people, or use breakout rooms if hosting online, to create an informal and welcoming atmosphere.
4. Brief participants clearly on the process and their role. Provide written guidance on tables, or share digitally to ensure everyone understands how to take part.
5. Introduce a key question or questions that will guide the conversations. These can remain the same or evolve across rounds, depending on your aims.
6. Run multiple timed rounds of conversation (e.g. 20 minutes each). Participants rotate tables after each round,
   while a host stays to welcome and connect ideas.
7. Encourage participation through discussion, questions and note-taking or drawing at each table, to generate thoughts and ideas. If facilitating online, use chat boxes or virtual whiteboards, such as Miro. Keep any notes or drawings visible to motivate discussion with the next group.
8. Listen for patterns and insights emerging across conversations, then share key themes with the whole group, linking back to the event’s purpose and outlining next steps.
9. Build in evaluation by gathering feedback at the session. Consider asking ‘what worked well today’ and ‘what could have made the session better?’. This learning can be used to determine success and strengthen future sessions.
   
   

Tips

• Involve Minority Ethnic communities, LGBTQI+ groups, those with physical or learning disabilities or those with protected characteristics in planning, recruitment, and co-facilitation to build relevance, trust, and inclusivity.
• Choose a neutral, accessible venue with good public transport links and parking to ensure ease of access for all participants, including those with limited mobility or using a wheelchair.
• Allow plenty of space between tables so people can move around safely and comfortably,
  and to help manage noise levels.
• Share materials in multiple formats, such as large print or digital copies, to support different accessibility needs.
• Identify where you might need to provide information in alternate languages, for those whose first language is not English.
• Use translators or transcription tools (in-person or online) when required, to support full participation.
• Consider dietary requirements and allergies if providing refreshments or catering.
• Consider sensory needs such as lighting, noise and seating arrangements, to accommodate neurodiverse participants. This may include offering quiet spaces or asking about preferred adjustments.
• Use a ‘talking stick’ to help ensure everyone has a chance to speak and to manage noise levels during group discussions.
  
  

Advantages

• World café encourages contributions from everyone, regardless of role or background, creating a sense of shared ownership.
• Being part of a group and hearing different perspectives can help soften or balance out strongly held negative beliefs.
• Engagement that brings diverse views together helps people spot patterns and connections.
  This broader perspective supports systems thinking.
• The flexibility of this method means it can be adapted for small teams or large groups, in-person or online, making it suitable for a wide range of settings.
• Provides opportunities to hear from several people on a topic, or series of topics, in one day and can often lead to clearer direction and actionable next steps.

Disadvantages

• Careful facilitation is required. Without clear guidance, conversations can drift or become repetitive, reducing the quality of insights.
• Reaching consensus or making final decisions is unlikely with this approach, as it is designed to explore and generate ideas.
• Without good facilitation, some participants may dominate discussions, limiting inclusivity.
• Time constraints – Sessions need enough time for multiple rounds, reflection and gathering insights.
  Rushing can dilute outcomes.

May be used alongside

• Displays and exhibitions
• Dot voting
• Talking Mats
• Graphic Facilitation

More information

• http://www.theworldcafe.com
• Conversation Cafés – Participedia