Innovation Circles

COMMUNITY-BUILDING EVENT

Event Methodology Accordion

Concept

AIM

The community-building event Innovation Circles is inspired by the globally renowned World Café concept, which serves as an effective framework for networking and collaborative discussions. This concept is versatile, offering solutions for addressing internal challenges within organizations, planning orientation activities, and even fostering team engagement in an entertaining format. This event methodology can be adapted to an online setting as an innovative approach to facilitate discussions on specific topics.

EVENT STRUCTURE

1. Opening and updates

The event begins with an introduction by the organizer, outlining the challenge(s), introducing the keynote speaker(s) (if any), and the agenda for the session.

2. Presentation by an expert speaker

The process begins with an expert speaker, who introduces the overarching theme of the event. It should be a general topic that is relevant to the participants or in which they have expertise, and the participants should see the need and benefit to have discussion about it. For example, the theme could focus on AI tools or the challenges and opportunities of remote or hybrid workplaces.

3. Work in virtual breakout rooms – Innovation Circles:

The event is organized into several virtual breakout rooms, each assigned a specific discussion topic related to the overarching theme. For instance, if the main topic is AI tools, the discussions in the rooms could address questions such as (1) what is the overall mood of your employees regarding the changes that AI brings to the labour market? (2) Do they still have fears, doubts or are they exited about the possibilities? (3) How do you address the fears and doubts that they have? Each room is facilitated by a designated (facilitator (room host) who remains in the room throughout the event. The facilitator’s primary role is to guide discussions, connect participants to previously discussed ideas, and onboard new participants as they enter the room. The rooms accommodate small groups of 4–6 participants, allowing for meaningful discussions. Participants are encouraged to brainstorm freely, engage creatively, and document their ideas using shared digital tools. Depending on the topic, these tools might include Word documents, Excel spreadsheets, Miro boards, or a combination of several formats.

4. Presentations by startups/SMEs

Discussions in each room last approximately 20 minutes per round. After each round, a moderator oversees the rotation of participants between rooms. For example: participants in Room A move to Room B, participants in Room B move to Room C, and so on, until all participants have rotated through every room and returned to their original room. The designated host, who remains in the same room, ensures continuity by summarizing previous discussions and integrating new perspectives brought by the rotating participants. This approach fosters cross-pollination of ideas, as participants contribute insights from their previous discussions while exploring the current question. A session involving three rooms typically lasts around 60 minutes, including the time for rotations. Once the rotation process is complete and participants have returned to their initial room, the designated host consolidates all the ideas generated during the discussions.

5. Comprehensive plenary presentation

During a short break, the facilitator for each break-out room collaborates with the moderator to prepare a comprehensive plenary presentation, summarizing the key points, insights, and potential outcomes from the event. This presentation is then shared with all participants, who are invited to provide additional input or engage in further discussions.

6. Networking and follow-up

A structured discussion ensures participants leave with valuable insights and potential connections. Participants are engaged to exchange contacts. Post-event, attendees receive a summary email with a video recording and relevant materials.

Duration of the event: 2-2,5 hours

SCALABILITY AND IMPACT

The Innovation Circles format, inspired by the World Café methodology, is highly scalable and adaptable for organizations and communities across different countries. Its flexible structure (built around small-group discussions, expert input, and digital collaboration tools) makes it ideal for both in-person and online settings, regardless of geographic location.
This model can be tailored to address diverse themes, from emerging technologies like AI to topics such as workplace transformation or sustainability. Because the structure relies on facilitated breakout discussions and idea rotation, it promotes inclusive participation, making it effective across cultures, languages, and organizational contexts.
It is particularly valuable for innovation hubs, universities, and development agencies seeking to foster dialogue, co-creation, and collective intelligence on both local and international scales.

Audience

who can organize such an event

Business incubators, startup hubs, technology parks, and industry-specific associations

Benefit: can spark strategic partnerships, encourage joint problem-solving, and accelerate innovation within their communities.

Educational institutions and research centers

Benefit: connecting with industry, identifying real-world challenges, and exploring pathways for commercializing research, bringing academic expertise closer to practical application.

Chambers of Commerce and regional economic development agencies

Benefit: strengthening local business networks, supporting ecosystem growth, and attracting new investment opportunities to their regions.

Large corporations managing innovation ecosystems or open-innovation platforms

Benefit: engaging startups and SMEs, tapping into external ideas, and exploring new collaborations that drive continuous innovation.

who can participate in such an event

Startups, SMEs, entrepreneurs and corporate representatives seeking collaboration, knowledge exchange, and networking opportunities.

Benefit: introducing their innovations, connecting with potential partners, gaining insights into shared challenges, showcasing expertise, discovering resources, and exploring solutions for growth.
Other participants who are optional and depend on the main goal of the event may include:

Public sector representatives

Benefit: their participation enables to align the event with regional or sectoral strategies.

Researchers, academics, and students

Benefit: their participation can provide valuable insights and offer tailored solutions to the community’s challenges.

Resources needed

Staff and Administrative Support

A dedicated team is essential for efficient event execution, including an event manager handling logistics, participant coordination, agenda drafting, and virtual support; a communication expert managing outreach, promotional content, and engagement with potential participants; moderator responsible for overseeing the agenda, facilitating discussions, and ensuring productive interactions; moderator responsible for initiating Innovation Circles activities (if it is a different person than the event moderator); designated facilitators responsible for guide discussions, connect participants to previously discussed ideas, and onboard new participants as they enter the room.

Event Infrastructure and Technology

A well-equipped venue, either hybrid or fully remote, is crucial to facilitate interaction. Necessary technology includes microphones and audio systems for clear communication; projectors and screens for presentations and data visualization; video conferencing platforms for hybrid or fully remote participation.

Expert Speaker Engagement

High-value content delivery depends on access to field professionals. This requires lector contacts for inviting relevant experts; a budget for paid speakers to ensure knowledgeable and experienced professionals contribute insights into selected topics.

Participants Database and Stakeholder Engagement

Effective participation relies on comprehensive database containing startups, SMEs, corporate representatives, and other ecosystem stakeholders.

Marketing and Promotion

A strong communication strategy ensures visibility and participant engagement. This includes marketing budget for designing promotional materials, running digital campaigns, and media engagement; outreach efforts through industry networks, newsletters, and social media to increase awareness and encourage participation. This may not require any additional spending if the communication expert can perform all these activities.

Post-Event Continuity and Content Distribution

To ensure long-term impact, follow-up and knowledge-sharing resources include video recording and editing tools for distributing event highlights and presentations to participants and wider audiences; communication platforms for sending post-event updates, key takeaways, and maintaining engagement with attendees.

ONLINE TOOLS

Organizing the remote event requires a suite of tools to facilitate planning, communication, execution, and follow-up. Here are some of the most popular tools for running remote events.

Communication Tools

Email for targeted invitations and updates, and social media platforms such as Facebook, LinkedIn, Instagram, and Slack to promote the event and engage participants effectively.

Survey Tools

Survey tools like Google Forms or Microsoft Forms are useful for registrations and gathering feedback.

Virtual Event Platforms

For hosting and managing the event, virtual platforms like Microsoft Teams, Zoom, and Google Meet are essential for both fully remote or hybrid formats.

Collaboration Tools

Collaboration tools like Google Drive and SharePoint can serve for sharing agendas, presentation materials, and other resources, while, e.g., Miro supports interactive brainstorming sessions.

Presentation Tools

Presentation tools such as PowerPoint and Canva enhance the visual appeal of session content and promotional materials.

Video Editing Software

For post-event follow-up, video editing software (e.g., Adobe Premiere Pro) ensures quality in recordings shared with participants.

Organizing the event

The event should be managed in all stages and should have a continuum as part of the overall event. R&D Meet-up remote event organization guidelines are divided into three stages of the EVENT ORGANIZATION PROCESS:

Below you can find the tasks to be carried out during each phase.

1. PREPARATORY STATE

The success of any event begins with careful planning during the preparatory stage.

This stage focuses on setting the basis for a successful event. Key aspects include ensuring participants are prepared and motivated to network, selecting attendees who align with the event’s objectives, and designing well-structured presentations to engage the audience. Precise preparation at this stage is essential to set the tone for meaningful interactions.

Key points: selection of topic, participants, key speakers, well-structured presentations, timely communication.

Here you will find a sample schedule which is based on four-week pre-event planning. This process can vary within one week interval.

Pre-event Planning Timeline

Time until the event	Pre-event planning tasks
4 weeks	Defining the topic of the event, target group, speaker(s), moderator Identify key topics for the event and/or survey the participants. Think of a topic that would be trending or could be an issue that your target group would have in common. Think of who could benefit from the event; where you are going to disseminate information about the event. For this kind of event for innovation circles activity is crucial to have an experienced moderator who would be familiar with World Café concept and also be familiar with the topic selected for the specific event. Identifying and allocating the budget for the organization of the event Identifying and allocating the budget for the organization of the event Think of the sources of payments. Costs may include the following budget lines: costs for the moderator, costs for speaker 1, costs for speaker 2, and communication costs.
3 weeks	Communication with moderator, speakers (if any) It is important to clearly communicate with your speakers and moderator about what you expect from them and give them as many details about the event (the participants, the activities) as you can. This will ensure a smooth and productive event that everyone would benefit from.
2 weeks	Communication of the event, registration of participants Create an online event dissemination material, event link and start the registration process to gather information about participants. Utilize social media, e-mail newsletters and industry forums to promote the event. Finalizing the agenda Plan the different parts of the event coherently.
1 week	Preparing a scenario for the event This helps to play out all the event in advance and see in perspective what is prepared and what is not. Assign a technician to manage the creation of break-out rooms, and personnel to act as a designated facilitator (you need the same number of facilitators as you plan to have break-out rooms).
1-2 days before	Sharing the event scenario with the moderator and moderator of the Innovation Circles (if they are not the same person) Provide the moderator(s) with all relevant information. Have a short information about all presenters (if any) to share with the moderator: what is their expertise in the field. Share the scenario or share all relevant information for him/her to prepare the scenario by themselves. Discuss possible questions to the speakers, participants during discussions. The moderator of the Innovation Circles must prepare questions/topic to discuss in each break-out room, materials for sharing during the event.
1 day	Finalization of technical readiness If you plan to have polls, and breakout rooms, create them in advance. Get familiar with technical aspects of the platforms used.

MOVE TO THE NEXT STAGE: 2 - EVENT EXECUTION

2. EVENT EXECUTION

A well-managed event depends on an experienced moderator who can steer the agenda, maintain engagement, and address any unforeseen challenges. Each event should offer a unique experience, blending dynamic activities with opportunities for meaningful interaction. Whether virtual or in-person, the environment should be inviting and engaging. Participants are engaged to exchange contacts, schedule follow-up meetings, thus extending the value of the event beyond its immediate duration.

Technical management is also very important: tools for admitting participants, screen sharing, and breakout room facilitation must be handled smoothly.

Key points: experienced moderator, variety of activities, cozy (even virtual) environment, technical management of the event platform, post-event meeting options.

Here you will find key tasks that should be taken into account just before the event and during the event execution.

During-Event Task Timeline

Time	During-event tasks
10–15 min before	Conducting technical checks and final coordination Make sure that all guests and speakers are connected to the event. Connect 10-15 minutes before the start of the event to make test slide shares, check microphones and cameras; check roles and rights assigned to participants. Check the readiness of interactive elements like polls and breakout rooms. Have a dedicated person responsible for technical management. Provide guidelines for respectful and constructive interactions.
During event time	Follow structured agenda …but be flexible. Ask participants to use chat for questions, remarks, and contact sharing. Start the recording. Follow the interactions during the event, react accordingly. Technical management Have a dedicated person responsible for technical management and creation of break-out rooms and assigning of participants.

Time

During-event tasks

10–15 min before

Conducting technical checks and final coordination

Make sure that all guests and speakers are connected to the event. Connect 10-15 minutes before the start of the event to make test slide shares, check microphones and cameras; check roles and rights assigned to participants. Check the readiness of interactive elements like polls and breakout rooms. Have a dedicated person responsible for technical management. Provide guidelines for respectful and constructive interactions.

During event time

Follow structured agenda

…but be flexible. Ask participants to use chat for questions, remarks, and contact sharing. Start the recording. Follow the interactions during the event, react accordingly.

Technical management

Have a dedicated person responsible for technical management and creation of break-out rooms and assigning of participants.

MOVE TO THE NEXT STAGE: 3 – POST-EVENT FOLLOW-UP

3. POST-EVENT FOLLOW-UP

Finally, providing opportunities for post-event interaction extends the event’s impact. Post-event activities ensure the event’s objectives are realized long-term. This stage emphasizes guiding participants in developing the connections they established during the event, encouraging continued collaboration.

Key points: follow-up e-mail, mentored post-event communication, satisfaction survey.

Here you will find a sample schedule follow-up planning. This process can vary within one week interval.

Post-Event Task Timeline

Time after the event	Post-event tasks
1–2 days	Feedback and evaluation Send a follow-up email with key takeaways, presentation materials, and additional resources to help participants retain and apply what they learned. Facilitating interaction through mentored post-event activities solidifies connections formed during the event. Surveys to check satisfaction and explore future topics provide valuable insights for improving following events. These follow-ups reinforce the event's impact and cultivate an engaged and collaborative community that continues to grow beyond the initial meeting. Check if all invoices are issued correctly and make transfers
1 week	Analyze the outcomes and success of networking and collaborations initiated Collected feedback from participants can help to improve future events.

Time after the event

Post-event tasks

1–2 days

Feedback and evaluation

Send a follow-up email with key takeaways, presentation materials, and additional resources to help participants retain and apply what they learned. Facilitating interaction through mentored post-event activities solidifies connections formed during the event. Surveys to check satisfaction and explore future topics provide valuable insights for improving following events. These follow-ups reinforce the event's impact and cultivate an engaged and collaborative community that continues to grow beyond the initial meeting.

Check if all invoices are issued correctly and make transfers

1 week

Analyze the outcomes and success of networking and collaborations initiated

Collected feedback from participants can help to improve future events.

Templates

Organizing an event requires coordinating multiple tasks, deadlines, and stakeholders. From determining the date and topic to managing the budget and promotional activities, each element must be systematically addressed. This event planning template provides a structured approach to simplify event management.

Access here: EVENT PLANNER

Useful tips for event organization

There are a few things to consider when organizing the event that don’t seem as important at first but can make a difference:

Take all three stages of event organizing seriously – all of them are important.
Prepare a scenario for the event. This helps to play out all the events in advance and put into perspective what is ready and what is not.
Follow the scenario, but be flexible.
Think outside the box. For example, if the key topic of the event is related to AI, maybe it is worth incorporating an avatar into your event. Maybe it could act as an opening “speaker.” Just be creative; participants will appreciate this.
Make sure all guests and speakers are connected to the event. Connect 10-15 minutes before the start of the event to make test slide shares, check microphones and cameras, and roles and rights assigned to participants on the event execution platform.
Ensure that technical support is available throughout the event.

Useful tips for continuity and improvement

In general, Networking Methods seek to strengthen the approach that networking is not just socialization; networking attitude should be based on accurate planning, purposeful solutions, and continuity with the aim that participants leave the event with tangible results. Some practical tips:

Regular Scheduling. Plan these events regularly (e.g., monthly) to maintain engagement and momentum. Update the format and content based on industry/ecosystem trends and feedback.
Study carefully the feedback from participants after the event; analyze trends in repeat participation; try to find out the reasons for non-participation.
When organizing the event for an outside audience, try adding yourself to relevant Facebook or LinkedIn groups well in advance, as the administrators usually must approve your request to join and post.
Foster a community around these events for ongoing interaction and support. Use social media groups or forums for continuous engagement. It is very important to keep participants engaged in the follow-up activities because this stage produces the most tangible results.
Adapt the framework for different sectors or regions as needed. By organizing such an event, communities can tackle and start solving challenges in various sectors, such as distance work, AI adoption in a workspace, employee burnout, and many others.