Future Conference (Zukunftskonferenz)

Purpose

The Future Conference (also known as Stakeholder Future Conference or Zukunftskonferenz) is a structured large-group intervention that enables 30–80 diverse stakeholders to find common ground, create a shared vision, and commit to action — all within 2.5 days. It replaces months of fragmented meetings with one intensive, whole-system conversation.

At a glance

• Group size: 30–80 people (ideally 64 in 8 tables of 8)
• Duration: 2.5 days (approx. 18 hours of working time)
• Difficulty: Advanced — requires experienced facilitation
• Facilitation style: Highly structured with specific phases
• Setting: Large room with round tables for 8, wall space for timelines and posters

How to run

The conference follows 5 phases over 2.5 days:

Day 1 — Afternoon

Phase 1: Focus on the Past (2.5h)

1. Mixed groups create a shared timeline of key events — personal, organizational, and global.
2. Groups identify proud moments and milestones.
3. The whole room walks the timeline and discusses patterns.

Phase 2: Focus on the Present — External Trends (2h)

1. Stakeholder groups identify current trends affecting the system.
2. Each group presents their trends on a radial idea map.
3. Everyone votes on the trends that matter most.

Day 2 — Full Day

Phase 3: Focus on the Present — Owning Our Actions (2h)

1. Stakeholder groups assess: What are we proud of? What do we regret?
2. Public sharing — no discussion, just listening.

Phase 4: Focus on the Future — Ideal Scenarios (3h)

1. Mixed groups create future scenarios: 'It is [year]. What does our ideal future look like?'
2. Groups present their visions creatively (skits, posters, news reports).
3. The whole room identifies common ground across all visions.

Day 3 — Morning

Phase 5: Focus on Action (3h)

1. Self-selected action groups form around common-ground themes.
2. Each group creates a concrete action plan: Who, What, By When.
3. Public commitments and next steps.

Materials needed

• Large room with 8–10 round tables
• 20+ meters of wall space for timelines
• Flipchart paper, markers, tape
• Sticky dots for voting
• Printed participant guides

Pitfalls & common mistakes

• Wrong mix of people: The method only works with genuine diversity — all stakeholder groups must be represented.
• Trying to shorten it: The 2.5-day rhythm is essential. Cutting phases breaks the logic.
• Facilitator talks too much: The facilitator manages the process, not the content.
• No follow-up: Without structured follow-through, commitments evaporate within weeks.

Inclusion & accessibility

• Seat people at mixed tables to prevent power cliques.
• Provide written instructions for each phase — not everyone processes verbal instructions equally.
• Offer quiet reflection time before group discussions for introverts.
• Ensure the venue is wheelchair-accessible and provide hearing support if needed.
• Consider cultural and language diversity in table assignments.

Variations

• Mini Future Conference (1 day): Condensed version for smaller groups (20–30) with fewer phases.
• Virtual Future Conference: Adapted for online using breakout rooms and digital whiteboards.
• Youth Future Conference: Modified language and creative methods for younger participants.

When NOT to use this

• When key decision-makers refuse to attend.
• When the outcome is already predetermined.
• When there is no budget or willingness for follow-up actions.

Source & further reading

Marvin Weisbord & Sandra Janoff, 'Future Search: Getting the Whole System in the Room for Vision, Commitment, and Action' (3rd edition, 2010). See futuresearch.net