Co-working spaces have transformed how we work and collaborate, offering dynamic environments for productivity and creativity. But did you know that these shared workspaces are also excellent venues for hosting events?
This guide takes you through everything you need to know about hosting events in co-working spaces from their benefits and challenges to actionable tips for planning and promoting a successful event. Let’s get started!
1. Explore Member Interests and Review Past Event Success
If you’re part of a co-working community, a great starting point is gauging member interests through surveys. Ask your potential attendees what type of events they enjoy and study past events that were hosted within your space or comparable spaces.
For event planners using the space externally, researching the co-working demographic can help fine-tune your planning process to ensure your event resonates with the audience.
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2. How to Choose the Right Co-Working Space
Not all spaces are created alike. Choosing different spaces within your coworking location that fit your event’s requirements is critical, especially when you can pick between conference rooms, huddle rooms, or common areas. Here’s what to look for:
- Capacity: Ensure the space can comfortably accommodate your expected number of attendees, whether it’s a cozy workshop for 15 or a networking event for 100.
- Amenities: Check for on-site features such as AV equipment, seating arrangements, kitchen facilities, and breakout areas.
- Ambience: The look and feel of a space can transform your event. Opt for a contemporary, professional vibe for business-driven events or a creative, relaxed environment for brainstorming sessions.
3. Plan and Organize Every Detail
Once you’ve selected the perfect space, focus on the nitty-gritty details of planning. Here are key considerations:
- Layout: Arrange seating and tables to match the vibe of your event. A roundtable discussion might need a collaborative setup, while a presentation typically requires a theater-like arrangement.
- Technology: Test the venue’s technology in advance—projectors, microphones, and video conferencing tools—to avoid hiccups during the event.
- Decor: Personalize the space with branding and decor that reflect your event’s theme and goals.
4. Navigate the Logistics
Shared workspaces mean shared responsibilities. Consider these logistical factors:
- Access & Security: Coordinate with the co-working staff to manage access for your attendees. For larger gatherings, ensure there’s a clear registration process to avoid unauthorized entry.
- Noise Levels: Be mindful of the regular co-working members, particularly during business hours.
- Rules & Guidelines: Co-working spaces often have rules about alcohol, catering, and cleanup. Keep open communication with the venue’s staff to ensure your event stays compliant.
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5. Promote Your Event Effectively
The success of your event depends on attendance. Here’s how to spread the word:
- Internal Communication: Use the co-working space’s noticeboard, Slack group, or newsletter to reach its members.
- Social media & Email Marketing: Add dynamism by creating visual content to share on Instagram or LinkedIn and leverage platforms like Eventbrite for ticketing.
- Collaborate with the Co-Working Team: Many spaces support event promotions in exchange for visibility or cross-promotion.
Pro Tip: Include clear instructions in your invites, such as parking access, location details, and a contact number for day-of support.
6. Post-Event Follow-Up
Your event doesn’t end when the last guest leaves. A thoughtful follow-up adds value to both attendees and your team:
- Send a Thank-You Note: Send out personalized thank-you emails, along with materials like slides or photos from the event.
- Gather Feedback: Use surveys to collect attendee feedback and suggestions. Ask questions like, “What did you enjoy most about this event?” or “What could we improve upon next time?”
Hosting events in co-working spaces is not only practical but also opens doors to vibrant new communities full of creatives and professionals. To sum up, co-working spaces can elevate your gatherings with a unique and impactful charm!
Ready to plan your next event?
