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World Cafe

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This is a simple but powerful way to spark meaningful conversations driven entirely by participants.


Rather than being told what to discuss, people explore topics and questions that genuinely matter to them. Participants move between small-group conversations, connecting ideas, spotting patterns, and building shared understanding as they go.


Number of participants: 10-40

Time needed: 1-2hrs

Materials: Flipchart paper or large sheets of paper for each table, Markers in different colours, Small tables (4–6 chairs each)



Step 1: Set the scene


Create a warm, informal environment that feels more like a café than a meeting room. Cover tables with paper, scatter pens and markers, add a few small touches to make it inviting.

Welcome everyone and introduce the World Cafe process:


  • Conversations are participant-led; no one’s here to “teach” or “present.”

  • Everyone’s voice matters.

  • Listen deeply, build on each other’s ideas, and stay curious. 



Step 2: Frame the question(s)


Each round of conversation is guided by one or more powerful questions.

Good questions are:


  • Open and thought-provoking

  • Relevant to the group’s purpose

  • Simple enough to start talking about right away

  • Inviting of multiple perspectives


You can use the same question for all rounds, build new ones as you go, or have different questions at each table. Ideally, participants help create or choose them before the session starts.



Step 3: Small group rounds


Start your first round: each table explores the chosen question for about 20 minutes.


  • One person acts as Table Host - they stay put after each round to welcome new people and share what’s been discussed.

  • Everyone else moves to a new table after each round, carrying ideas and insights with them.

  • Use the paper tablecloths to record thoughts, quotes, drawings - anything that captures the conversation.


Repeat this for three or more rounds, depending on your time.



Step 4: Harvesting insights


After the rounds (or in between), invite participants to share key ideas, patterns, or surprises with the larger group.


You can:

  • Cluster ideas on a wall or flipchart

  • Create a visual of themes

  • Invite short reflections or one-word takeaways


This helps the group see connections and collective wisdom emerge.



Facilitator Tip 💡


You can run a Curious Café virtually using breakout rooms.


  • Create 3-4 rounds of small-group discussions.

  • Assign one person per room to capture notes or visuals.

  • Use digital whiteboards (Miro, Jamboard, or Google Slides) as your “tablecloths.”

  • Keep the café tone informal, relaxed, and conversational.



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