When no one shows up (at first): Navigating the uncertainties of participatory workshops in interdisciplinary research

Abstract

This reflective paper explores often-unspoken challenges of designing and facilitating co-design and participatory workshops, offering practical strategies for early career researchers (ECRs) navigating these methods. Drawing from personal experience conducting a series of workshops titled: How to Think About Equity in the AI Ecosystem. It follows the full arc of the workshop experience, from conceptualization and activity planning to participant recruitment and facilitation, offering a grounded account of what happens when participation does not go as expected. The paper examines the methodological challenges of engaging non-expert participants, particularly when operating without institutional support, financial incentives, or integration into larger events. Despite initial difficulties such as low attendance, the workshop fostered rich discussions among a demographically diverse group and ultimately led to one participant volunteering to co-facilitate a subsequent session. This transition from participant to co-facilitator exemplifies the redistribution of epistemic authority, positioning lived experience as central to research and engagement practices. By reframing perceived failure as a productive site of learning, the paper offers practical strategies for ECRs working across disciplines who often navigate unfamiliar methodological terrains, contributing to broader conversations on the realities of doing interdisciplinary, participatory work in practice.