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.

Here’s a quick video showing you how our team designs, builds and brings new ideas to life. 

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!), 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 essential to the magic.

At this point, you might 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 4 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 or a more private solo viewing experience, our team goes above and beyond to anticipate attendees’ needs and ensure that all feel welcome, seen and supported. 

When I needed to do some work, I was able to book one of the designated workspaces on the 2nd floor, nested next to private meeting rooms and phone booths. 

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

Designing for a broad spectrum of needs is key, said TED Conference operations manager Casie Jensen . Soft red ribbons reserve seats for our accessibility program, while “thoughtfully curated, soft spaces” quiet areas are designed for restoration. “Imagine a meadow, she said. “Dim lighting, greenery, a calm atmosphere — offering a gentle contrast to the bright colors and high energy of the main event.”

Regardless of your type of gathering, Casie recommends integrating 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," said Casie, “It’s a conversation starter.”

2. Offer moments of delight — and a few surprises 

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

It starts the moment you enter the Vancouver Convention Center and are greeted by the giant TED letters — a bold 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 joyful moments include a giant, indoor mini-golf station, a pop-up summer camp where you can send a postcard home and even a 50’s style diner — with a jukebox!

And behind that diner? That’s the real surprise. If you whisper the password to the diner employee, you’re invited into a speakeasy experience, an “AI hideaway” created by TED partner PwC .

I didn’t witness a single person step beyond those swinging double doors without emitting some verbal exclamation of awe. It’s truly an unexpected moment of discovery. (Check out this video for peek behind the doors!)

3. Prioritize sustainability 

With any event, mitigating environmental impact should be at the forefront. As part of the TED Countdown — our climate action initiative — TED has dropped its total waste from conferences by 56% and food waste by 69% within the last 3 years. 

Here are the 4 key areas that have led to growing success:

• Providing more plant-based food, donating uneaten meals and composting as much as possible
• Shipping fewer necessities long-distance and providing amenities 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 

Just two days in, I’ve learned that food is an essential part of the TED experience. Not only does the food and beverage team work closely with many local vendors to supply the catering, snacks and coffee, but they’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 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 inquire 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 people to feel seen.”

After settling into my second full day at TED, I’m even more in awe of all of the 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, there’s one of those, too — or to connect with local businesses and creators, I learned that the spaces you gather are just as important as the people who fill them. 

One of my favorite discoveries was a café corner overlooking the Vancouver Harbour and the mountains beyond. A seal popped its head out of the water just as my colleague mentioned the possibility of seeing such wildlife — such impeccable timing! Suddenly, people nearby leaned in: “What are you looking at?” And just like that, a moment of wonder became a moment of connection.

Whether intentionally curated or not, surprise is everywhere. 

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

Until then, stay hydrated — and let me know in the comments:

Which of these tips will you try the next time you gather with others?

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.