How to host a Knowledge Cafe and foster rich conversations

A Knowledge Cafe, also known as a Gurteen Knowledge Cafe, is a type of meeting in which participants immerse themselves in freewheeling conversations on a topic of common interest. They share knowledge, hatch ideas, gain insights, acquire new perspectives, strengthen relationships, and establish new connections.

Whenever you are planning to give a talk or PowerPoint presentation followed by a Q&A session, consider hosting a Knowledge Cafe instead. You will need more time but participants will have a richer and more rewarding experience.

The originator of the Knowledge Cafe format is knowledge management and conversational leadership exponent David Gurteen (pictured).

He ran his first Knowledge Cafe in September 2002 as a response to the “death-by-powerpoint” style of conference sessions, aiming to foster more natural conversation and knowledge sharing through dialogue rather than formal presentations. He has now facilitated Knowledge Cafes in more than 30 countries.

The Knowledge Cafe format

Room layout

Initially: Participants are seated theatre-style. Cafe host or presenter speaks from front of room with visual aids if required.

Subsequently: Chairs are rearranged into groups of four. Host sits to one side and does not intervene.

Finally: Chairs are rearranged into a single circle. Host stands in the centre of the circle to explain the process, then joins the seated participants, rising only when facilitation input is needed.

Process

Cafe host welcomes participants, states the purpose of the Knowledge Cafe, explains the process gives a brief talk, 20 minutes maximum, and introduces a thematic question.
Participants break into groups of four and have a conversation in response to the question.
New groups of four are formed and conversations continue.
When sufficient time is available, step 3 is repeated with new groups of four.
Chairs are rearranged to form a circle. Participants take their seats and a discussion begins. Host ensures that all voices are heard and that no one dominates the discussion.
Host thanks participants for their contributions and closes the Cafe.

Some points to note

Studies conducted by David Gurteen and others reveal that the maximum group size for a proper conversation is four, or five at a push. I call this the Max4 Principle. Read more here.

No flipcharts. Individual note taking is OK but flipchart capture and subsequent report-outs hinder effective conversation.

The talk should be no longer than 20 minutes, with the opening session extending to 30 minutes maximum if a longer introduction is called for.

Facilitation during the final session requires a light touch.

The host does not invite or answer questions.

I am often asked how to keep a Knowledge Cafe on track, maintaining focus, encouraging active participation, and achieving clear, practical outcomes. However, this question frequently misses the point of what a Knowledge Cafe truly is. The essence of the Knowledge Cafe lies in its openness and commitment to emergent dialogue, not in making decisions or creating tangible results.

Here are some key points to consider:

Embracing emergence: The Cafe process values the natural flow of ideas. It’s entirely acceptable and even desirable for conversations to wander off the set agenda if that’s where the collective curiosity leads.

Fostering creativity: Participants can explore ideas more deeply without focusing on specific outcomes. This openness often sparks creative insights that might be lost in a more structured setting.

Organic engagement: The process is designed to honour the authenticity of each participant’s perspective. When the focus shifts away from rigid outcomes, it creates a space for genuine, reflective dialogue.

Appropriate context: If the goal is to drive controlled, decision-based outcomes, a different process is more suitable. The Knowledge Cafe is ideal for contexts where exploration and shared understanding are valued over immediate, concrete results.

In summary, the Knowledge Cafe isn’t about making decisions or sticking to an agenda; it’s about fostering an environment where open, thoughtful conversation can lead to unexpected insights and collective meaning-making.

David Gurteen, Gurteen Knowledge Letter: Issue 300, June 2025