The atmosphere of a space is decided before it begins
The success of a workshop depends on how the day unfolds. Many people might think so, but I have a slightly different realization.
The atmosphere of a space is almost entirely decided before it begins.
I realized this after facilitating many sessions. No matter how carefully prepared the schedule is, if the atmosphere is stiff at the moment of starting, it is difficult to loosen up. On the other hand, in a space where a somewhat warm atmosphere is already drifting before it begins, participants will naturally follow up even if there are some procedural mistakes. I have always wondered why it is so different even though the workshop content is the same.
I arrived at a very simple answer. People read the atmosphere before they read words.
For example, the impression when you first step into the venue. What kind of expression did the receptionist greet you with? Is background music playing? Is the lighting too bright or too dark? Was there any hesitation in the flow of movement to your seat? The accumulation of such small things conveys to the participants what kind of space this is, in a form that cannot be put into words.
“Is this a place where I can speak freely today?” “Is it an atmosphere where I have to be formal?” People have already made such judgments before hearing the opening greeting. Therefore, no matter how much the facilitator says, “Please relax” or “Feel free to speak,” if the space itself is saying “Behave properly,” it is difficult for people to truly relax. When words and atmosphere contradict each other, people tend to believe the atmosphere.
I had an impressive experience at an event before. There was equipment trouble that day, and the start was delayed by about fifteen minutes. It is a situation where the atmosphere would normally turn cold. But strangely, the participants started chatting with each other, and by the time it started, a good atmosphere had actually been created.
Looking back later, that day we had finished setting up the venue with more time to spare than usual, and all the staff were greeting participants with calm faces. Natural conversations like, “Where did you come from today?” were born at the reception. In other words, I think the foundation of the space was already built before the trouble occurred.
There is also the opposite pattern. A day when everything was prepared perfectly and the proceedings went smoothly, but for some reason, the space never warmed up until the end. In such cases, it is always the case that things were hectic until just before the start, or some staff member had a panicked look on their face. Participants can clearly sense that kind of atmosphere.
That is why, lately, I value how I spend the thirty minutes before starting more than perfecting the schedule. I have light small talk with the staff. I walk around the venue and look at the space from the participants' perspective. I take a deep breath and relax my shoulders. Such trivial things create the atmosphere of a space.
Creating a space is not about exhausting words, but about preparing the atmosphere that exists before words.
Katsuki Yamada (Kony)
PR Advisor, Community Designer, Workshop Designer
Based in Kyoto, I accompany companies, local governments, NPOs, and startups in "creating triggers."
🔗 Akari Studio: https://akaristudio.jp
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