How to Host a Successful Coworking Event

Coworking events are valuable for bringing together professionals from diverse fields, providing a platform to share knowledge, build networks, and even collaborate. Whether it’s a workshop, panel discussion, a networking mixer, or even skill building workshop, a well-planned coworking event can leave a lasting impact on attendees and foster a stronger community. Many coworking spaces, like these coworking spaces in Pittsburgh are ideal for hosting such events due to the nature of their environments. This guide covers essential steps for organizing a successful coworking event, from selecting the right venue to managing the event on the big day.

1. Finding the Right Venue

Selecting a suitable venue is one of the most important steps in planning your coworking event. The right space sets the tone and ensures attendees have a comfortable and productive experience.

• Consider Size and Layout: Determine the approximate number of attendees and choose a space that can accommodate your intended audience. Think about seating arrangements and what you will need in terms of different activities or breakout discussions.
• Check Location Accessibility: Location is key for event accessibility. Look for a space that is centrally located, easy to get to by public transport, and offers nearby parking options. This will encourage attendance and minimize logistical challenges for your attendees.
• Assess Amenities: Verify that the venue has essential amenities such as Wi-Fi and audio/visual equipment. Some coworking spaces also offer additional perks like an in-house cafes or refreshments, which can add even more incentives for guests to attend.

2. Planning and Promoting the Event

Effective promotion is essential for reaching the right audience and ensuring attendance. With the right promotion strategy, you can attract participants who will benefit from and may even contribute to the event.

• Define the Event’s Purpose: Start by clarifying the objective of the event for ease of communication. Are you hosting a workshop for skill-building, a networking session, or a panel discussion? Defining this purpose will help shape your messaging and allow you to target the right audience.
• Utilize Multiple Channels for Promotion: To reach a bigger audience, promote your event through multiple channels. Social media platforms can be ideal for reaching professionals and building interest. Additionally, list your event on your coworking platforms or community boards.
• Leverage Partnerships and Influencers: Partner with local businesses, coworking spaces, or influencers who will help expand your event’s reach. For example, a local business may be willing to share your event with its customer base, or an influencer in your field might promote it to their followers.

3. Preparing for Event Day

A successful event requires preparation. Setting up your space and having a clear plan of action will help the event to run smoothly and guests have a positive experience.

• Arrive Early for Setup: Give yourself plenty of time to set up what you need. Arrive early with any necessary supplies and confirm that equipment such as projectors, microphones, and seating is all in place. Do a tech check to avoid issues during the event.
• Prepare a Schedule and Agenda: Create an outline with time blocks for introductions, main activities, and breaks. This schedule will help keep the event running smoothly and ensure that you cover all planned activities within the allotted time.
• Ensure Staff Coverage: Make sure you have enough staff or volunteers to cover essential tasks, if you need them. Take note of the time of your event, and if it is after regular admin hours with the venue.  What will you need to successfully execute, and make sure the right people are around to help you with what you need.

4. During the Event: Key Focus Areas

Once the event is underway, these few key focus areas can help maintain a positive experience for everyone involved.

• Welcome and Register Attendees: First impressions matter. Have a clear system in place for checking in attendees as they arrive, like a registration table with name tags and event materials if necessary. Greet each guest warmly and direct them to the seating or refreshments area.
• Moderate Discussions and Activities: Keep the event moving according to the agenda and facilitate interactions between attendees. If hosting a panel or discussion, ensure each speaker has an opportunity to share and welcome audience participation by inviting questions.
• Provide Networking Opportunities: One of the primary reasons people attend coworking events is for networking. Be sure to leave times within the event for informal networking, allowing attendees to meet, exchange ideas, and potentially foster future relationships.

Making the Event Memorable

By carefully planning venue logistics, promoting the event effectively, and staying organized on the event day, you’ll be well on your way to hosting a successful coworking event in your coworking space. When done right, coworking events can create lasting value for both organizers and participants by building a sense of community, offering networking opportunities, and nurturing professional growth.