The Health Canada Policy Toolkit for Public Involvement in Decision Making

Level 5 Technique:
Search Conference

What Is It?

A search conference brings together large, diverse groups in order to discover values, purposes and projects they hold in common. Rather than use experts to answer questions, participants practise shared learning, where mutual understanding is achieved by sharing information. By inviting individuals with a stake in the purpose, a search conference enables those involved to create a desired future together and a possible place for implementation. This process is most often used at a community level in addressing local issues.

How It Works

A search conference usually involves 60 to 70 people, large enough to include a diversity of perspectives and small enough that the full group can be in dialogue at each step in the process. Instead of having speeches by experts, the search conference has working sessions with a wide range of parties who have information, authority to act and a stake in the outcome, regardless of their status, skills or attitudes. In creating a level playing field and equal chance to participate, it is possible for people to see issues from many more angles.

There are 16 or more hours of work, over a period of three days, where five tasks must be completed. These include:

• establish a common history among participants
• establish a "map" of national, regional or world trends that are affecting the group assembled
• assess what is currently being done
• devise ideal future scenarios
• examine key features that appear in every scenario.

Throughout the search conference, the group must focus on the core meeting principles:

• get the "whole system in the room"
• think globally, act locally - explore the same world
• work toward common ground/desired features
• self-manage conversations/action plans

When Is It Most Useful?

• in situations that are especially uncertain or fast-changing
• when addressing a wide range of issues in many different arenas such as schools, communities, churches, government agencies and business firms
• to bring together a diverse group of stakeholders (A search conference is ideal for bridging the lines of culture, class, gender, power, status, as individuals work on tasks of mutual concern.)
• circumstances in which there is limited time, as participants need no prior training and can build on the combined knowledge they already have.

Logistics and Limits

The search conference can be challenging to organize. For example, determining the appropriate task at hand and getting the right people in the room is a difficult process.

Cost Implications

• Location
• Planning and organizing costs
• Facilitator expenses
• Participant travel costs
• Potential publication of findings

Expectation for Feedback or Follow-Up

• May need to produce a final report
• May generate significant media and public attention
• May lead to additional requests for research

Timelines

The conference usually takes place in four or five half-day sessions.

Potential Pitfalls

• If participants lack the necessary background information to provide input
• If objectives are not established beforehand
• If a diversity of opinions is lacking during the
  process.