Designing Convenings That Drive Change

By Tiffany Smith and Erica Weinberg

A good convening does more than fill a room. It brings together people who might not otherwise connect, sparks conversations that matter, and leaves participants with the energy and clarity to move forward. Convenings can be moments of inspiration, but also of real strategy—when they’re thoughtfully designed to include diverse voices and translate dialogue into impact.

From Ideas in Philanthropy’s work helping foundations, companies, and organizations bring people together, we’ve seen what it takes to transform a gathering into a catalyst. Here are some guiding principles that elevate convenings from meetings to movements. 

Make Space for Complexity   

Convenings are often designed to with the hope of simplifying a process or project. But real progress comes when we allow room for multiple viewpoints, competing priorities, and even tension. Rather than rushing to consensus, effective convenings invite participants to explore nuance and uncover shared ground without flattening differences.

Example: For one convening involving industry leaders, academics, and students, we first met with each group separately to understand their perspectives and goals. Sharing these insights in advance allowed participants to enter the space with a clearer understanding of what others hoped to achieve, making dialogue more honest and collaboration more durable.

Design for Inclusion  

It is critical to work with not just our client but everyone who will be participating in a convening. Our goal is to maintain an intentional focus on who all will benefit from a convening and how to tailor those benefits to the unique needs of the various participants. 

Example: At one gathering designed to spark new ideas, we engaged community captains to help design the agenda, select speakers, and shape the facilitation. To avoid extractive practices, we compensated them for their time and expertise. This intentional inclusion ensured that the convening reflected lived experience and led to richer, more relevant outcomes.

Build Trust During and After

Trust is the glue of any convening—between hosts and coordinators, and among participants themselves. When trust is present, people speak more candidly, share more openly, and collaborate more effectively. This goes beyond project management needed to implement a convening, rather is inclusive of the way in which the clients relationship is prioritized and valued.

Example: By building strong relationships with our clients ahead of time, we can hold sensitive relationships on their behalf—whether with grantees, community leaders, or peers. This sometimes allows a funder to step out of the room, giving others the freedom to speak with honesty and vulnerability that leads to deeper insights.

Set the Stage for Dialogue   

Too often, convenings default to panels where a few voices dominate. But real value comes when everyone has a chance to contribute. The best convenings are designed for dialogue, reflection, and collective sense-making.

Example: We often replace traditional panels with interactive formats—world café sessions, small-group debates, or data walks. “Speed dating” has proven especially effective for funders and grantees to connect authentically. At one upcoming convening, we’ll even be piloting improv to help participants embody and explore complex systemic problems. These creative formats keep energy high and open pathways for deeper connection. 

Focus on Action

The energy of a convening should not end when the room empties. Without intentional follow-up, even the most inspiring gatherings risk fading into memory. Convenings achieve lasting value when they build in accountability and continuity.

Example: We often include “vibe checks” throughout to gauge how participants are feeling—energized, overwhelmed, inspired, stuck—and adjust in real time. We’ve also mailed participants postcards reminding them of the commitments they made during the convening, or shared back visual notes that captured their aspirations. These touchpoints keep the momentum alive and translate ideas into action.

Convenings as Catalysts

At their best, convenings are not events but inflection points—moments when people step out of their silos, engage authentically, and chart new possibilities together. They require careful planning and artful facilitation, but the payoff is profound: stronger relationships, sharper ideas, and clearer pathways to change.

If you’re planning a convening, think beyond the agenda. Ask: How will participants feel when they walk in? What voices are we elevating? How do we ensure insights live on after the closing session?

When these questions guide the design, convenings can become more than gatherings. They can become catalysts for lasting impact.

Reach out to see how we can help with your next convening.