World café
This methodology is a simple and flexible format for hosting large group dialogue, and it can be modified to meet a wide variety of needs. Specific context, numbers, purpose, location and other circumstances are factored into the organisation. The discussion in small groups allows each participant to have his or her opinion heard. Also, the facilitator leads and adapts the discussion to the specifics of the group.
THEME
Conversation about needs in small groups
COMPLEXITY
Intermediate
Advanced
GROUP SIZE
30-50
participants
AGE
15+
TIME
95-120
min.
Step-by-Step Instructions:
- Welcome and introduction: The host begins with a warm welcome and a short energizer activity. Then, they explain the goals and structure of the session:
“Today, you’ll have the opportunity to discuss various topics (your needs) in small groups. Each group will have a facilitator to guide the conversation. Please share what you feel comfortable with and respect what others have to say.”
The host also introduces the facilitators at each table and clarifies their role. Participants are then divided into small groups. This group division can be gamified to help participants relax and foster group cohesion. - Small-Group Rounds: The space is pre-arranged with tables spread out across the room. Each table will be dedicated to a specific topic (e.g. education, employment, housing) or to one main topic approached from different angles (e.g. feelings, frustrations, experiences, new ideas related to a particular issue).
Each table has a designated facilitator who leads the discussion and asks guiding questions. Facilitators should prepare in advance with a set of questions and, if necessary, do some background research on the topic.
Groups rotate between tables, spending around 15 to 20 minutes at each, depending on group size. Facilitators ask open-ended questions that encourage participants to express their needs and opinions. They actively listen, reflect back, and paraphrase to ensure understanding. Notes are taken throughout and will be shared during the final part of the activity.
Each table also has paper available for participants to write, illustrate, or draw—whichever form of expression feels most natural to them. - Harvest: Facilitators are invited to share insights or other results from the conversations with the rest of the large group.[1] Participants are encouraged to respond with reflections, additions, or comments to enrich the shared conclusions.
- Reflection and evaluation: Evaluation is conducted using a digital tool (e.g. Mentimeter). Questions are prepared in advance, such as:
-
- How did you feel during today’s activity?
- Did you learn something new or gain a new perspective?
- What stood out to you the most from this activity?
- What would you have liked to be different?
Responses are submitted anonymously and projected for group reflection and discussion.
Tips for Facilitators:
- When setting up the space, make sure there’s enough distance between tables to allow for undisturbed conversations.
- When selecting facilitators, it’s helpful to choose individuals who are familiar with the topic and who have strong communication skills, especially for working with young people.
Variations and adjustments:
- If the group is small, participants can rotate through all the tables.
- For larger groups, the number of tables (or discussion rounds) can be limited, and participants can choose which topics they’re most interested in.
Disclaimer:
- For large groups, provide a microphone and reliable sound equipment to ensure that all participants can hear clearly.
[1] The World Café Community Foundation. World Café Method. Retrived April 2025. https://theworldcafe.com/key-concepts-resources/world-cafe-method/.
Needs analysis activities
MODULE 1 NEEDS ANALYSIS
Needs analysis activities
MODULE 2 MUSIC AND MOVEMENT
Contact
Iuliana Adriana PAVEL (project manager)
iuliana.pavel@a4action.ro
A4ACTION – Antim Ivireanu Culture House, Islaz Alley, Ghermănești, Snagov, Ilfov District, Romania, 077170
Co-funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or the ANPCDEFP. Neither the European Union nor the ANPCDEFP can be held responsible for them.
The project is conducted by the following organisations: A4ACTION (Romania) – coordinator, Udruga Delta (Croatia), InterAktion (Austria), Asociación Espacio Rojo (Spain) and GAIA Museum Outsider Art (Denmark).
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