Get started as a circle host - Your introductory talk about circle facilitation

Transcript for Intro Talk on Circle Facilitation

A very warm welcome to this introduction to circle facilitation. My name is Tessa Venuti Sanderson and I’m going to be your guide today.

I hope you’re sitting comfortably — the right temperature, a drink nearby, and perhaps a pen and paper to jot down thoughts. You don’t have to listen to this all in one go; you can pause and return anytime. The key thing is to be comfortable.

Take a moment to look away from the screen or close your eyes. Notice your body — the points where you make contact with the chair, bed, or whatever you’re resting on. Feel the support beneath you. Bring awareness to your feet, whether they’re grounded or tucked underneath you. Just notice your body in space.

Observe your breath without changing it. Notice what’s alive in you today. What feeling is present as you start this session? Perhaps curiosity.

Now look around the room, and then return to the screen if you’re watching — or continue whatever you’re multitasking with. A warm welcome. I’m glad you’re here, and I hope this will be useful to you.

What is a circle?

I use this word because it signals something different — not a business meeting, not a casual chat in a café. It’s a space where everyone has the chance to speak, if they want to, and ideally feels like an equal participant.

Compared to a typical meeting, where people may compete to be heard and power dynamics can be unspoken, or compared to chatting with close friends where conversations overlap, a circle provides clear and explicit guidelines for communication. This structure is incredibly helpful.

Group situations can be tiring, especially when multiple conversations happen at once. In a circle, because people speak one at a time and confidentiality is honoured, it feels calming to the nervous system. That’s why we begin with settling and grounding — checking in with the body and with feelings.

A circle pays attention to process as much as outcome. In many work settings, the focus is on results, not on how people interact on the way there. People may leave feeling unheard or overshadowed. In a circle, we make space for quieter voices, notice the dynamics, and invite contributions gently.

The role of the host or facilitator is to bring the gathering into being and help it unfold smoothly. Skilled facilitation can appear effortless, but there’s always preparation, awareness, and gentle intervention when needed. Differences in belief or opinion are welcome; the aim is to end with a sense that everyone was heard and felt comfortable enough to share.

You may hear circles described as listening circles, talking circles, sharing circles, conversation circles, women’s circles, or men’s circles. Use whatever name suits your audience — hub, meetup, gathering — whatever feels right. Circle facilitation is beautifully adaptable to any demographic or topic: carers needing connection, people passionate about the environment, or any group seeking community and reduced isolation.

There are also ideas like “safe space,” “brave space,” or “intentional space.” The term “safe space” can sometimes feel overused, so I prefer “intentional space”: a space where the intention is that people feel comfortable enough to speak, to relax, and perhaps even to share something new because they understand how the space will work.

Key components of a circle

Next, consider the key components of a circle — the arc or structure from beginning to end. We start with a welcome, whether online or in person. Then comes settling in. Allow a buffer as people arrive, chat, have tea, or browse resources. Once everyone is seated and ready, we intentionally help the nervous system settle — with breath, movement, or music, depending on the type of circle.

It’s important that the facilitator has time to prepare and arrive in a resourced, grounded state rather than a frazzled one. Things happen, of course, and it’s fine to show humanness, but ideally the facilitator meets people from a calm place.

Settling can be very simple — three deeper breaths, a sigh out, gentle movement, music, or anything relevant to the theme. Start with what works for you, and evolve over time as you see what helps the group arrive.

Next comes a quick check-in. Go around the circle in order, sharing names and something simple — how people travelled there, or something relevant to the theme. A quick round helps everyone speak early on so anxiety doesn’t build. Like panel introductions on the radio, it allows people to relax.

Then come the guidelines — absolutely crucial for setting the container. Being explicit about how communication will work makes facilitation easier later. If someone begins talking over others, you can gently remind them of the guidelines established at the start.

Key guidelines often include confidentiality: what’s said in the circle stays in the circle. People can share their own experience outside the circle, but not others’ stories. Even if the topic seems light, confidentiality should still be named — you never know what may emerge.

Respect is another essential guideline — respectful listening, speaking one at a time, and refraining from judgment. Judgments may arise internally, but the group agrees to speak respectfully and acknowledge differences.

Another guideline is that the circle is not a fixing space. Unlike coaching or counselling, the intention isn’t to offer advice unless someone explicitly asks for it. Speaking and being witnessed can be empowering and help people find their own insights. Jumping in with solutions can shut that down.

A further guideline is taking responsibility for yourself. As facilitator, you still hold a duty of care, but participants are encouraged to speak up if they feel unsettled or confused afterwards. Otherwise no one can support them. This applies during the circle as well: if someone needs a break, the toilet, or a change in seating, they’re encouraged to take care of themselves and let someone know.

After sharing the guidelines, ask whether anyone has additional needs they’d like to include. Someone who is neurodivergent may have a comfort request; someone with mobility issues may need a chair instead of floor cushions. It’s helpful to ask for such information in advance by email or on your website.

Once we have welcomed people, settled, done a check-in, and established guidelines, we move into the main part of the circle — the talking and listening.

What do we talk about?

I like to begin with a short reading: a poem, story, or paragraph aligned with the theme. Stories help people settle into a reflective mindset.

Then I prepare open questions related to the theme — for example, if the theme is overwhelm, one question might be: “When was the last time you felt overwhelmed?” These questions help people connect personally with the topic.

There are different ways to structure the sharing. You can go in order, or use a “popcorn” approach, where people speak when they feel ready. Some circles use a talking piece that is passed from person to person.

Using a talking piece can give participants a sense of authority and signals to everyone else that they are in listening mode. Passing it around the circle also creates natural pauses, giving space for reflection and allowing ideas to settle instead of rushing, as we often do in daily life.

As the facilitator, you may choose to go first to model the depth of sharing. Sometimes others will speak right away, but if no one does, it doesn’t mean the question was wrong. People often need a little time. Giving a few minutes of silence can help. For sensitive or complex topics, consider having participants journal privately before opening the circle for discussion.

In some circles, such as those focused on cycle awareness or new motherhood, the theme may stay similar each time. Having a clear theme creates a container for the conversation. If someone wanders too far, you can gently guide the group back by naming the theme and inviting others to share their experience. This helps keep things on track.

Facilitation is partly intuitive. Sometimes a tangent will feel right because the whole group naturally moves there. Other times, keeping the theme in the present moment helps contain the discussion. Rather than asking a broad question like “How are you?”, try something more focused, such as “How are you with this theme today?” or “When have you recently felt overwhelmed?”

Don’t be afraid to introduce boundaries on speaking time, especially with larger groups. You might ask for three sentences, or use a gentle timer—perhaps five minutes with soft chimes. These cues help ensure everyone has a chance to share.

A circle has a clear arc. After the welcome, settling, check-in, guidelines, and main sharing, leave time for closing so the experience feels complete. You might pause for a few breaths, invite reflection, or ask what stood out. A final round allows everyone to share briefly what they’re taking away. Even two words can be enough if time is short. This also lets you sense if someone needs extra support afterward.

Who is your circle for and what can you charge?

Circles can be standalone events or part of workshops, retreats, or longer programs. When teaching—such as meditation for well-being or sessions on perimenopause—facilitators often shift from teaching into circle mode. Even when holding the space, it can help to share a little yourself to create a sense of togetherness.

Some facilitators lead circles for groups they are no longer part of, such as new parents, but they draw on past experience to empathize. If facilitating for a group you’ve never been part of, it can help to team up with someone who is.

Be clear about your intention in offering a circle. Why do you want to include it? Your intention will help you make decisions about topics, structure, and even venue.

You may charge for circles, and it’s important to value your time and energy. Donation-based models don’t always cover costs. Pricing can depend on your audience, venue costs, and intention—perhaps a low-cost entry point for new clients, or a higher-cost offering in a professional studio. Some circles are funded through community grants, making them low cost for participants while still providing you with fair compensation.

Facilitating circles is a form of leadership, even if the word feels uncomfortable. You’re already holding space for people and impacting their lives. Support is essential—through supervision, listening partnerships, or regular reflection—so the work remains sustainable and grounded.

Ongoing training can deepen your skills. Facilitation involves nuance, and learning new practices helps you guide participants more effectively. Clarifying your values is also important. Know what matters to you—compassion, boundaries, community—and consider how you want to navigate relationships, especially if you’re part of the same demographic as your participants.

Group dynamics and circle work can be profoundly fulfilling. Many facilitators feel energised afterward, even on busy days. If you’re new to circles, try attending a few, online or in person, to experience different styles and find what resonates.

There are workshops and longer programs available to explore circle facilitation more deeply. These offer space to practise the components of the circle arc, ask questions, reflect on experiences, and learn from guest speakers with expertise in areas you may not share. These spaces can help you develop confidence, refine your approach, and clarify your next steps.

After taking in a lot of information, it can help to pause, notice how it’s landing, and name whatever feelings arise—curiosity, excitement, uncertainty, or the desire to learn more.

Thank you for reading!

A handout outlining the arc of a circle is available above for reference. Stay connected, trust your path as a facilitator, and enjoy the meaningful work of creating community and connection.