Gradshow XPUB 2025 Decision-Making Protocol

As a guiding method for decision-making, this page serves as a fluid tool that is supposed to find an overall structure for the group and how we would like to make decisions.

Group structure

We see ourselves as a sociocratic group. This means that we make decisions by consensus and that arguments outweigh the number of votes. If there are concerns about a decision, individual members have the opportunity to express serious reservations and veto it. When vetoing a decision, arguments must be presented to explain the basis of these concerns in order to find a joint solution.

Production groups

As a group, we are organised into working groups in order to distribute tasks evenly. These work on specific aspects of the final exhibition and can be seen as specialists in their field.

Meetings

In joint meetings, we summarise the status of our work and make major decisions. In order to be able to act, the meeting counts as a central component of the decision-making process and therefore as a quorum if a majority of members are present. At the same time, the processes and decisions are documented in order to include the voice of members who are not present. Within 48 hours (time variable), concerns can be expressed and discussed again if necessary.

Documentation

An important component is documentation, which enables everyone to maintain an overview of processes and decisions. The Kanboard tool is used for this and meetings are recorded by 1 to 2 people.

Methods

Depending on the upcoming topics to discuss, the moderator is in charge of chosing a method for making the decision.

Big Decision - 2-4-all structure

That means we are first couple up in groups of 2 to discuss our feeling/opinion/preferance. Then we meet with another couple to discuss and at the end meet again with the whole group.

Small Decision - show of hands

We gather all the arguments/concerns/preferences people have about the topic, which also means people don't have to contribute if they don't have a preference at all, and then in case throughout the argumentation it hasn't been clear yet we can use the show of hands to indicate if everyone agrees on it.