Hosting a coworking event

The big day has arrived and everything is set in place for your event! We’ve established how important it is to host events in your coworking space, and we’ve talked about the planning process and promotion tools/tricks to get the word out. You’ve done all of the prep work and the day is finally here. So now what?

It can be easy to focus on the big picture, when in fact, the little pieces of the puzzle are just as important. Successful coworking events take more than just planning a kick-ass event. The actual execution of an event matters just as much and can at times be even more fundamental. Your event represents your space, community, brand, and company. Let’s talk about how to successfully host your event!

The Energy
Energy will either make or break your event. Establish your vibe based on the type of event you’re hosting. Is this a serious educational program like a Lunch & Learn? Is it a fun after-hours networking event? Create energy that matches those specific purposes. Set the tone of your event by playing music, welcoming community members with a smile, and offering beverages. For an after-hours event, turn up the music and change your playlist to some bumpin’ tunes. For a Lunch & Learn, turn on some soft music, brew some coffee, and start to facilitate.

Know what’s going on. Be aware of what’s happening in the space at all times. This can be challenging when you get into conversations with people, but it’s so important for all of the aspects you’ve worked so hard on to remain on your radar. Are drinks running low? Does someone look lost? Do you have coworking members in need of a place to work? In advance, book all of the conference rooms to give your members a quiet space to work. Invite and encourage them to come, but be aware that they might just need some peace and quiet.

Respect Attendees Time
Create an agenda and stick to the plan! This is a huge aspect to understand and respect. It not only sets you up for success, but it sets an expectation for attendees to understand. Respecting their time is crucial in getting them to return for future events.

Keep it Tidy
Provide recycling and easy access to trash bins. This might be a no brainer, but it’s really important! Having attendees easily throw away their empty cups or plates keeps your space tidy when you’re busy doing other things. It will ease the clean-up process after your event and having recycling around is important for sustainability reasons.

Closing Time
Do you need a subtle reminder to kick people out? Every event has the stragglers who linger around until unfortunately, you have to kindly move them along. Cleaning is a huge sign that the event is over and sends off a subtle message. Start throwing away trash, bring any beverages away and change the music. One of the ways we end the night in our own coworking spaces and remind attendees to make their exit is by playing “Closing Time” by Semisonic. This always makes attendees laugh because it’s the simplest and most effective way of kicking people out of your space.

You’ve done it! You’ve worked through all of the important phases of making a successful event happen in your coworking space. It may have been a lot of work, but it was no doubt a great way to enhance and extend community in your space, inspire people, and potentially gain some new members. Take a look at all of your hard work and how it’s paid off, then roll up your sleeves and get ready to do it all over again! Happy coworking!