Here’s the event organising by four core processes in the form of a checklist.

1. Enrolment: Aligning Energies Around Potential

• Hub and facilitation teams identified and aligned around the vision.
• Roles and responsibilities clearly defined.
• Invitations extended to diverse stakeholders (community, sector experts, facilitators, etc.).
• Alignment of capacities (art, tech, community, etc.) with the event’s vision.
• Clear process for role fit to ensure alignment with event goals.
• Signing up further participants and stakeholders

2. Ground-Potentializing: Managing Scope & Readiness

• Clear focus and vision for the ALJ is defined (what’s the system of focus?).
• Scope of the event contained—preventing overreach while still allowing for flexibility.
• Stakeholder expectations managed around the ALJ’s vision of potential.
• On-the-ground realities mapped (e.g., logistical, cultural, financial).
• Alignment between the approach (process, methods) and the desired outcomes.
• External parties (government, funders, experts) engaged where needed.
• Communication channels set up for ongoing updates and feedback loops.
• Contingency plans for unforeseen constraints or changes.

3. Action: Designing for Self-Organizing Emergence

• Facilitation design that supports self-organization—ensuring autonomy while maintaining focus.
• Context-specific practices are identified to reflect the place’s unique dynamics.
• Event designed with a living systems approach—encouraging natural flows and interconnectedness.
• Clear facilitation strategies for embodying a potential system state (role play, prototyping, etc.).
• Tools and methods prepared to track emergent actions (e.g., feedback mechanisms, observation).
• Opportunities for hands-on learning and experimentation included.

4. Evaluation: Making Flows of Energy Visible & Valued

• Evaluation metrics defined (not just outcome-based but energy flows, relationships, etc.).
• Tools for making invisible shifts visible (e.g., stories, feedback, surveys).
• Documentation strategies in place to capture the energy, relationships, and outputs.
• Reflection periods built into the event to assess progress and adjust actions.
• Methods for sharing results with external stakeholders or wider community.
• Follow-up plans to ensure the insights or innovations continue post-event.

While the above checklist focuses on the facilitation processes of an ALJ, almost all conventional elements around organising an event should also be considered:

1. Logistics

   • Venue logistics (location, capacity, accessibility).
   • Technical setup (AV, internet, equipment, materials).
   • Budget and financial planning (funding, expenses, donations, grants).
   • Transportation and accommodation (for remote participants or speakers).

2. Marketing & Communication

   • Marketing materials (event pages, brochures, flyers).
   • Communication strategy (pre-event updates, social media, email).
   • Branding and messaging (clear communication of the event’s vision and objectives).

3. Participant Engagement

   • Onboarding materials for participants (event guidelines, schedules).
   • Clear call-to-action for participants—what is expected of them?
   • Support for diverse needs (language, accessibility, emotional support).

4. Risk Management

   • Health and safety protocols in place.
   • Insurance coverage (for public liability, cancellation, etc.).
   • Emergency procedures (for accidents, crises, or unexpected situations).

5. Post-Event Follow-Up

   • Survey for participant feedback (gather insights on experience and improvement).
   • Evaluation report (summarize outcomes, learnings, and next steps).
   • Continued community engagement (to sustain momentum and outcomes).