Note: This essay began with a memory from an IB Global Conference in Singapore sometime in the mid-2010s, when I first began to notice that large professional gatherings possess a kind of unofficial geography. The official conference—the keynote halls, breakout rooms, and printed program—forms only one map of the event. Running alongside it is a second map composed of bars, lobby couches, dinner tables, and long conversations that drift well past the scheduled sessions.

Years earlier I had written a short reflection on what I called unconferencing, the quiet relocation of intellectual “action” from the formal program to these improvised spaces around it. The present essay grows out of that earlier observation but shifts attention from theory to terrain. Rather than asking why unconferencing occurs, it asks where it tends to happen and how participants gradually learn to navigate those unofficial zones.

Readers interested in the conceptual background may wish to consult the earlier essay on unconferencing, which explores the phenomenon through the lens of Erving Goffman and the broader question of how individuals negotiate the locus of action within institutional environments.

As with many pieces on the Kibbitzer, the goal here is less to offer a definitive theory than to describe a pattern that, once noticed, becomes difficult to unsee. Conferences, like many human systems, operate simultaneously on two levels: the one announced in the program and the one discovered by those who know how to find the action.

“The locus of action is always in motion.”
— Erving Goffman

I arrived a day late to the conference.

This was in Singapore sometime around 2014 or 2015, at one of the IB Global Conferences for the Asia–Pacific region. The event was being held in a large glass hotel near the river, not far from Chinatown and just south of Raffles Place if memory serves. The keynote room alone seated something like eleven or twelve hundred people. The conference program was thick with panels, workshops, and presentations that began early in the morning and ran straight through the afternoon.

My suitcase had arrived before I had. I had been in China the day before running another IBEN training, and while the conference itself was already underway, I was still in transit. By the time I checked in and made my way downstairs, the official proceedings were well established: keynote speakers, crowded sessions, conference badges swinging from lanyards, the whole apparatus of professional gathering fully in motion.

At the time I was only about a year into my work with IBEN. My regional manager was Avi Nanda, who was excellent in many respects but not especially hard-charging as a networker. Gill Pressland, who later became a formidable presence in the region, was not yet in the picture. I knew a few people, most importantly Steve Keegan in Australia, who had become a kind of mentor to me. I also knew Ed Lawless, who had previously overseen a great deal of the professional development work in the region.

Ed had once joked to me, only half joking, that his job had become little more than “wedding planning.” Conferences, workshops, schedules, logistics—endless coordination. Eventually he burned out on it entirely and moved on, first to Pamoja, the online curriculum company, and later into a somewhat undefined role at an IB school in Tokyo that seemed to blend management, marketing, and development. Such trajectories are not uncommon in the IB ecosystem. People drift through roles that are part educational, part organizational, part entrepreneurial.

In any case, arriving late to the Singapore conference had the curious effect of placing me immediately at its margins rather than at its center. The keynote sessions were already underway, but instead of rushing directly into the large ballroom where most of the attendees were gathered, I began encountering people in the spaces just outside it: the lobby, the cafés, and eventually the hotel bars.

One of the first people I reconnected with was Darlene Fischer from Australia. Darlene was in her early sixties at the time and something of a force of nature. She had the sort of presence that made conversations reorganize themselves around her. Through Darlene I soon met two others who would become central figures in what I later came to think of as the conference’s unofficial inner circle: Sue Richards and Gerald Conlin.

Gerald was in his mid-sixties then, a slight man with white hair and an almost theatrical grin. His professional life consisted largely of consulting work connected to education programs, particularly the wave of hybrid master’s degrees in education that universities around the world had begun launching. Institutions like Tsukuba in Japan and Bath in the UK were building these programs, often with cohorts of twenty or so students, and Gerald had carved out a niche as the person who could authorize and evaluate them. He was also constantly presenting, constantly researching, constantly moving through the conference circuit.

Within about five minutes of meeting me he decided that I would make the perfect number two for his MA authorization work. It was flattering, though I suspected there might be additional motives behind his enthusiasm. Gerald was an openly and exuberantly gay man, and his warmth toward me carried a certain theatrical flair. He had a habit of calling me “my boy,” delegating tasks such as selecting restaurants or ordering drinks, and occasionally resting a hand on my upper thigh while speaking with great intensity about some educational development or other. None of this particularly disturbed me; conferences are full of strong personalities, and I was by then quite capable of navigating such dynamics.

Sue Richards, meanwhile, functioned as Gerald’s counterpart and amplifier. Where Gerald was slightly reserved and professorial, Sue was outgoing, energetic, and socially strategic. She worked directly for the IB at the time and moved easily through the conference environment, introducing Gerald before presentations, praising his work with extravagant enthusiasm, and generally acting as a kind of corner person for his professional persona. If Gerald was the fighter in the ring, Sue was the one shouting encouragement from the ropes.

The two of them formed a kind of traveling intellectual unit, and through them I began spending more time not in the conference sessions themselves but in the hotel’s bars and restaurants.

There were perhaps four or five of us in total who fell into this pattern. What struck me fairly quickly was that these individuals rarely attended the conference sessions unless they were running them. The keynote speeches, the panels, the carefully scheduled workshops—these seemed largely directed at newcomers or first-time attendees. The veterans, by contrast, moved through the conference in a completely different way.

They ran the unconference.

By this I mean something slightly more specific than simply skipping sessions. Years ago I wrote an essay about what I called “unconferencing,” referring to the parallel conference that emerges quietly around the official one. What interests me here is less the theory of unconferencing than its geography: the physical spaces through which these unofficial conversations travel.

At the Singapore conference, that geography quickly became clear.

There was the large ballroom where the official keynote addresses were delivered to more than a thousand people. But there were also the bars—two of them in particular—where smaller groups gathered throughout the afternoon and evening. There were the restaurant tables where dinner conversations stretched for hours. There were the lobby seating areas where people drifted in and out between sessions.

And there were the walks.

Within a day or two I began to see that the conference operated according to two distinct maps. The first map was the one printed in the program: rooms, times, speakers, sessions. The second map was entirely informal, emerging through patterns of conversation and social gravity.

The keynotes were for the newbies.

The action was at the bar and at dinner.

I was somewhat ambitious at that stage in my career, eager to establish myself in the region and become a respected trainer. Because of this ambition I paid close attention to where energy seemed to accumulate. It did not take long to realize that the most consequential conversations were happening far from the podium.

In the bars and restaurants people spoke more candidly about the IB, about institutional politics, about emerging programs, about who was doing interesting work and who was not. Opportunities were floated, collaborations proposed, rumors exchanged. Careers, in small ways, were advanced.

The official conference continued to run its scheduled course upstairs, but the real motion of the event—the circulation of ideas, alliances, and opportunities—took place elsewhere.

Seen in this light, conferences begin to resemble temporary cities with two overlapping infrastructures. The official infrastructure is highly visible: lecture halls, keynote rooms, printed programs, registration desks. The unofficial infrastructure is quieter and more fluid: bars, café tables, hallways, and late-night dinners.

Participants gradually learn to navigate both maps.

Some remain primarily within the official one, moving dutifully from session to session. Others develop an instinct for the second map, drifting toward the places where conversation gathers and where the boundaries between formal roles begin to loosen.

It is in these spaces that the unconference unfolds.

The term itself is slightly tongue-in-cheek, but the phenomenon is real. Once a small group of experienced participants begins congregating in a particular location—usually a bar or restaurant—others start to appear. Conversations splinter and recombine. Someone joins for twenty minutes before leaving for dinner. Someone else arrives with news from another corner of the conference.

Over time the group becomes a kind of floating node within the larger event, a place where information circulates rapidly and where participants feel unusually free to explore ideas that might never make their way into a formal presentation.

In retrospect, what struck me most about that Singapore conference was not any particular keynote or panel discussion but the realization that conferences possess a strange and dynamic geography. Action is rarely confined to the places where organizers expect it to occur. Instead it migrates across the built environment of the event, settling temporarily wherever people feel the oxygen is richest.

The ballroom may host the official performance, but the bar hosts the conversation about what the performance actually means.

And so the conference proceeds along two parallel tracks: the one announced in the program, and the one discovered by those who know how to find the action.

The unconferencers simply learn to follow the latter.

Dedication:

For all those who know how to find the action.

Note: If you enjoyed this essay, you may also enjoy the essays linked below, all of which also take up the fascinating theme of professional conferences.