Events and workshops are essential components of a successful coworking space. They’re not just about filling up the calendar; they’re about building a community where members can connect, learn, and grow together. At Cobot, we believe that with the right strategy and tools, your events can become a vital part of your coworking space. Let’s explore how you can maximize the potential of your coworking events and workshops even before you open your doors!
Draft Your Strategy
The first step in planning successful events is defining your goals. What do you want to achieve? Are you looking to boost member engagement, attract new members, or enhance your community's skills?
Here are some key points to consider:
- Target Audience: Determine whether your events will focus on current members, prospective members, or the broader community. Understanding your audience will help tailor events to their interests and needs.
- Event Types: Decide on the types of events you want to host. Consider hosting workshops, networking mixers, wellness activities, or skill-building sessions.
Each event type serves unique purposes, from professional development to community building.
- Workshops and Training Sessions: Offer opportunities for members to learn new skills or advance their knowledge.
- Networking Mixers: Create spaces for members to meet, share ideas, and foster professional connections.
- Wellness Activities: Organize yoga classes, meditation sessions, or fitness challenges to support work-life balance.
- Social Events: Host trivia nights, karaoke, or holiday parties to build community spirit and camaraderie. Each event type serves a different purpose and helps achieve specific objectives, from professional development to community building.
- Scheduling: Plan your calendar to ensure events are evenly spaced and accessible to all members. Different start times can help accommodate different schedules and maximize attendance. For instance, lunchtime sessions might work well for busy professionals, while evening events might be ideal for those who work during the day.
- Feedback and Adaptation: Involve your team and members in the planning process. Conduct an “event audit” to assess what has worked in the past and what can be improved. Gathering feedback will ensure your events remain relevant and engaging.
When you’re strategizing, you can also turn to our guide on running events designed to boost new membership sales.
Start Hosting Events Before You Open
You don’t need to wait until your space is open to start hosting events. Pre-opening events are a great way to build excitement and attract interest from potential members and the local business community.
For example, CORE Oldenburg used pre-opening events to get support from local businesses and even news outlets. These events helped them create buzz before officially opening their space.
Utilize Tools for Efficient Management
Managing events can be a complex task, but leveraging the right tools can streamline the process. Cobot’s built-in Events feature helps you create and manage event pages, handle ticket sales, and promote your events to a wider audience. Here are some ways Cobot can support your event management:
- Ticketing for Members and Visitors: Cobot offers a flexible ticketing system, allowing you to create exclusive events for members or open them to the public. You can set different ticket prices for members and visitors, manage RSVPs, and ensure smooth event operations from start to finish.
- Resource Management: With Cobot’s Booking calendar, you can effectively allocate resources like meeting rooms and equipment, ensuring everything is in place for successful events.
- Communication: Use Cobot’s email integration to send essential information to your members, reducing the time spent on internal and external communication efforts. Plus, Cobot’s built-in Events feature helps you create stylish event pages that can be shared with the wider community, allowing you to showcase the value your members benefit from more widely.
- Flexible Payment Solutions: Cobot integrates with various payment platforms, including Stripe, PayPal, and other Payment Service Providers (PSPs), allowing you to collect payments for public events, automate invoicing, and manage revenue effortlessly. These integrations ensure that payments are processed smoothly, making it easier for you to handle both member and visitor transactions in one place.
What Makes the Perfect Workshop?
Workshops are a staple of coworking spaces, offering opportunities for skill development and community engagement. The perfect workshop aligns with your community’s interests and values.
What’s the difference between a workshop and an event? Well, a workshop is a kind of event, but generally, think of workshops as a class where you learn and practice new skills, and events as clubs, focused more on socializing or networking. A good workshop will provide a structured learning environment that will expand the knowledge of the participants. Consider the following steps to plan effective workshops:
- Cost Estimation: Calculate a realistic cost estimate for hosting the workshop, including overheads, and set a fair price for participants.
- Design and Delivery: Follow a structured approach from concept to execution. Assign a team member to assist participants and capture insights for future workshops.
- Feedback and Improvement: Collect feedback from attendees to refine your approach and continuously improve the quality of your workshops.
Additionally, having a clear hiring policy for instructors ensures consistency in the quality of your workshops. Set clear guidelines on how you select, evaluate, and work with instructors to avoid any last-minute issues. Always have a backup plan in place for "no-shows."
Scheduled vs. Spontaneous Events
Understanding your community’s preferences will help you find the right balance between scheduled and spontaneous events. Both have their advantages:
- Scheduled Events allow for detailed planning, targeted promotions, and better budget management. Examples include monthly skill-building workshops, quarterly networking mixers, or annual member appreciation days. These events help build anticipation, attract a larger audience, and give your members something to look forward to.
- Spontaneous Events provide flexibility and create a relaxed atmosphere. Think of pop-up lunch meetups, impromptu brainstorming sessions, or a casual game night organized on the same day through your coworking space’s messaging platform. These often require less preparation and can surprise and delight members, adding a fun and spontaneous element to your community.
Every space needs to find its balance. Strive to create an event calendar that caters to diverse interests and schedules, ensuring that all members feel engaged and valued.
Tools for Inclusivity
Creating an inclusive and welcoming environment is crucial for coworking spaces. Cobot supports initiatives like the Coworking Code of Conduct, a free resource to help foster diversity, equity, and inclusion at your events. Here are some additional steps to consider:
- Code of Conduct: Implement a clear code of conduct to ensure respectful behavior and address any issues that may arise during events.We’ve contributed and promoted the Coworking Code of Conduct, a free-to-use (and free-to-modify) Code for coworking events and conferences. It’s designed to spark discussions on inclusivity and offer tools for growth and accountability in your space.
- Diversity and Inclusion Efforts: Provide workshops tailored to underrepresented groups, such as entrepreneurship programs for minority-owned businesses, or career development workshops for LGBTQ+ professionals. These events help foster inclusivity and support within your coworking space. Additionally, offering scholarships and engaging in outreach helps make your space accessible to all. You can also make use of the DICE service, which stands for Diversity & Inclusion at Conferences and Events and helps organizers identify and meet goals for events that open their doors more widely to all**.**
- Accessibility and Participation: Offer virtual participation options and ensure your events accommodate diverse needs and preferences. Inform about the accessibility of the venue, like elevators and wheelchair accessibility of restrooms.
- Public Page for Events: Your public page for events can also be used as a tool for inclusivity, ensuring all members of your community feel welcome. When sharing events online, make sure your web pages are accessible to everyone. This includes using large enough fonts, sufficient contrast, clear buttons, and providing descriptions or subtitles for images. Avoid complicated language to accommodate non-native speakers. Cobot makes this easy by allowing you to create accessible event pages that can be shared with the community, attracting both members and non-members alike.
Make It Happen
Investing in community events and workshops can lead to increased engagement, member satisfaction, and business growth. Remember, building a thriving coworking community is an ongoing process. Keep refining your strategy, listening to feedback, and adapting your approach. With the right tools, like Cobot, your coworking space becomes a hub of collaboration and connection.
Cobot is here to support you every step of the way. Our platform is designed to make managing coworking spaces easier, allowing you to focus on what truly matters—building a vibrant community. If you haven’t already, explore Cobot’s features and integrations to see how they can help your coworking space reach its full potential.
Check out our full collection of resources for starting up a coworking business. You can also read our blog and follow us on Twitter, Facebook or Instagram for more tips and news around coworking space management. You have additional questions or feedback? Suggest new topics at support@cobot.me.
