Day 2 at TED2025: How to create more transformative spaces

Hello from day two of TED2025! While yesterday was all about the people, today is all about the space – and the power of shared spaces to shape how we think, feel and connect. 

At TED, we believe our environments can transform us. Whether it's a sunlit corner that invites a moment of reflection, a digital experience that sparks curiosity, or a striking art piece that opens the door to a deep conversation — space matters.

While the TED you’re most familiar with is the TED Talk on the stage, so much of what makes TED special happens in the spaces in between. Outside of the theater, you’ll find art installations, interactive exhibits, relaxation stations, places to let loose (and even break out in dance) with your new connections, unexpected moments designed to inspire — and, of course, lots and lots of snacks and beverages. These off-stage experiences are not just a backdrop — they’re part of the magic.

At this point, you must be wondering: how does it all come together? In a world that’s increasingly online, how do you get people to put down the screens and engage with one another with eagerness and ease?

Here are 5 tips on creating more transformative spaces ‍

1. Anticipate your guests’ needs

The best spaces make everyone feel welcome. 

Watching TED Talks live in the theater is an amazing experience, but we offer a variety of ways to watch and connect –– whether that’s in a group simulcast lounge with snacks or a more private solo viewing experience our team goes above and beyond to anticipate all of our attendees’ needs and ensure that all feel welcome, seen and supported. 

 When I needed to take a call back in New York, I was able to book one of the designated workspaces on the 2nd floor. There were even private meeting rooms and phone booths. 

When I needed a break from all the excitement, I stopped into the frankly quite soothing, quiet zone for a moment of meditation.

Designing for the broad spectrum of humanity is key, says TED Conference operations manager Casie Jensen. We make sure that those who need to quietly reserve seats have access through our accessibility program. She focuses on creating “thoughtfully curated, soft spaces” quiet areas designed for restoration. “Imagine a meadow, she says. “Dim lighting, greenery, a calm atmosphere — offering a gentle contrast to the bright colors and high energy of the event.”

Regardless of your type of gathering, Casie recommends you integrate unique furniture into the space that allows for both intimate, one-on-one conversations and large groups: At TED “a table isn't just a table, " says Casie, “somehow, it’s a conversation starter.”

2. Offer moments of delight — and a few surprises 

TED is about ideas and connection, of course, but it’s also about sparking joy and delight and reminding us about what it means to be human.

That delight greets you the moment you enter and glace upon the the giant TED letters – a bold, joyful welcome and a must-stop photo moment. It's a sign saying ‘You've arrived.’” As the week goes on those letters become more than a photo op — they're a landmark. A meeting point. An anchor that orients people both physically and emotionally to the experience.

Other delightful moments this year also included a giant, indoor mini-golf station, a pop-up summer camp experience where you can craft and send a postcard home — and even a 50’s style diner with a jukebox!

And behind that diner? Well, that’s where the surprise comes in. If you whisper the “secret word” to the diner employee, you’ll be invited into a speak-easy experience, created by TED partner PwC called the “AI hideaway.”

I don’t think a single person stepped beyond those double doors without emitting some verbal exclamation of awe. It’s truly not what you’d expect.

‍‍‍3. Prioritize sustainability 

With any event, environmental impact should be at the forefront. As part of our TED Countdown initiative — all about championing and accelerating bold ideas to combat the climate crisis — TED has spent 3 years dropping its total waste from conferences by 56% and food waste by 69%. 

Here are the 4 key areas our team focused on:

• Providing more plant-based food and beverage options donating uneaten food and composting as much as possible
• Shipping fewer things long-distance and providing housing and activities that are walkable or accessible by transit
• Prioritizing reusable materials, reducing use of disposable plastic signage and utensils, and practicing comprehensive recycling
• Buying local, supporting social enterprises and investing in locally-led climate mitigation projects

In your own home, this can look like recycling, composting, buying from your local farmer’s market, or even just buying bulk to reduce plastic waste. 

‍4. Make sure everyone is fed 

Food and beverage is an essential part of the TED experience. Not only do we work closely with many local vendors to supply the catering, snacks and coffee, but we’re constantly looking to make each year’s experience even better than the last.

“We use a lot of historical data,” said Rachelle Collette, manager of food and beverage at TED . “We track everything that we bring in, and follow the consumption patterns.” This allows the team to to make sure they know what was popular (or not), so they know what to buy — and how much to buy — for the next conference. On a smaller scale, this could look like preemptively surveying your guests to see who plans to eat at your event, what type of food they like and whether they have any dietary restrictions. 

At TED’s events, there’s always vegan and gluten-free options available at every meal. But the team also asks attendees if they have any other restrictions and, if so, personally inquires as to whether the guest would like to receive custom meals. “We don't want anyone to feel alienated when they come to TED,” said Rachelle. “We want them to feel seen.”

After settling into my second full day at TED, I’m even more appreciative of all of the thoughtful work that goes into making this incredible space so welcoming. Whether you’re here to watch every single TED Talk, to meet new friends, to experience a real-life Mars habitat — yes, we have one of those too — to connect with local businesses and creators or anything else, I learned that the spaces you gather are just as important as the people who fill them. 

I hope that learning a bit more about how my colleagues think about space, fun, accessibility, sustainability and more will inspire your next great gathering — big or small. 

That’s it for me for day 2 of my TED2025 adventure. Looking forward to checking back in tomorrow.

P.S.: If you’re looking for a unique way to bring a bit of the TED experience at home, try gathering with your friends or colleagues and hosting a TED2025 watch party. TED Live is available on-demand, so you can watch all of the amazing talks we’re watching here in Vancouver wherever you are in the world.