Planning an event may seem simple, but there are hundreds of tiny details to look into to ensure that your event goes without a single glitch.
For instance, your event experience could be ruined by technical failure, inappropriate furniture, broken facilities, lack of staff assistance, or even general confusion about how to get to your event venue.
This is why hosting your event at a friendly, neighbourhood coworking space could be the best solution.
Besides being equipped with facilities that can cater to events of all sizes, coworking spaces are geared for business and productivity, providing the right setting for any event that you’re looking to host.
Let’s explore the numerous advantages of hosting your event at coworking spaces and why working with a coworking space is an excellent choice!
1. Location, Location, Location
Your event’s success begins with selecting the perfect location.
Consider the purpose and objectives of your event. Is it a high-powered networking session targeted at C-suite and management types? A company business meeting for your staff and associates? Or a product launch catered for influencers with various room setups?
Whatever your event is about, ensure that the location fits the needs of the participants who are coming for the event.
For meetings with clients and business associates, look for coworking spaces that are located in central business districts, one that can make a lasting impression with its professional ambiance and strategic location.
A perfect example of this is Colony Coworking Space KL’s 7th Wedding Fair held on 3rd and 4th November 2023 at its event space, Star Boulevard KLCC, targeting an upscale clientele market. Simultaneously, Doublewoot organised exclusive styling sessions for brides-to-be during the wedding fair.
Notably, Doublewoot Fashion collaborated with Lavin New York Diamonds and Gemstones to unveil their latest festive collection at the same event. The event featured the participation of celebrities and models, elevating the showcase to a high-profile affair.
If you are planning company meetings or work-focused seminars, ensure that the location is convenient, accessible, and equipped with relevant facilities for attendees of all ages.
Events aimed at increasing local engagement would benefit from coworking spaces located in neighbourhoods and shopping malls. Besides adding a unique and refreshing touch to your event, neighbourhood coworking spaces have the ability to reach out to its regular community and recurring attendees.
Commonground at Jaya One, Petaling Jaya has hosted blood donation drives, pet adoption drives, festive bazaars, and LEGO play sessions, making its mark on the Petaling Jaya community by involving them in public events.
2. Enjoy the Versatile and Flexible Facilities
While planning your event, consider the format, layout, and setup it requires. Coworking spaces are built to be versatile spaces that can suit many types of events, from casual and personal, to large and formal.
Whether it’s a company brainstorming session, business meeting or seminar, or birthday party, coworking spaces offer versatile spaces such as event halls, meeting rooms, and private offices that can be tailored to meet your specific event needs.
At the 2023 Wellness Festival hosted by INFINITY8, a series of wellness workshops, classes and free health assessments were offered to all coworkers.
With varied activities such as fitness workouts led by Celebrity Fitness, doTERRA essential oil trial sessions by You Touched Scents, demonstrations on posture correction by Spine Zone Chiropractic and a workshop on restoring balance by Qi & Acupuncture JB, the rooms and event spaces were transformed into suitable layouts for the experiential and workout sessions.
The convenience of essential facilities also plays a pivotal role in ensuring a seamless event experience. Designed with comfort and ease of use in mind, coworking spaces offer easy access to well-equipped pantries, strategically-located restrooms, and state-of-the-art meeting facilities, including projector and sound systems.
The additional benefit comes in the form of cost savings, as you won’t have to worry about renting equipment and can trim down unnecessary expenses.
3. Optimise Your Tech-Savvy Setup
Running a smooth and successful in-person event requires cutting-edge technology. It’s necessary to compile a comprehensive event tech checklist; here’s a useful guide shared by Brella, an event platform.
Imagine the embarrassment you could face if your online Zoom meeting hangs due to insufficient bandwidth or if the projector malfunctions during a crucial presentation, disrupting the flow and impact of your event.
As an environment catered for business, coworking spaces are equipped with high-speed Wi-Fi, state-of-the-art audio-visual equipment, and other tech essentials. Being a space that is rented and utilised by companies every single day, coworking spaces maintain a regular maintenance schedule to ensure that their equipment is working well.
Furthermore, to cater to a larger group of participants, you may also require video conferencing capabilities, charging stations, and reliable technical support in case of any hiccups.
To ensure a smooth and immersive experience for both presenters and attendees, conduct pre-event testing and provide clear instructions to those who are handling the equipment to prevent any hiccups.
4. Ride on Symbiotic Marketing Opportunities
Did you know that running an event in a coworking space with a strong social media presence amplifies your reach?
For example, a coworking space that actively engages on platforms like Instagram, LinkedIn, and X (Twitter) helps you to gain more visibility for your event. Their established following becomes a ready-made audience, extending the potential reach of your event to a broader demographic.
Beyond just visibility, partnering with a coworking space with a robust social media presence boosts your marketing and promotion.
With the interactive nature of social media and a ready set of customers, coworking spaces may also help you attract participants who align with your event’s objectives.
Leveraging the coworking space’s social media channels creates a symbiotic relationship. Your event gains exposure, and simultaneously, the coworking space enhances its status as a dynamic event hub.
5. Rely on Personalised Support
Hosting a successful event hinges on the details, and personalised support from a coworking space can be the key to flawless execution.
By enlisting the assistance and support of the team from the coworking space, you ensure
every aspect of your event, from setup to troubleshooting, is handled with care. The support of a professional team that is well-versed with the layout and working intricacies of the coworking space is highly valuable.
This allows you to focus on the content and engagement of your event, leaving the logistical factors in capable hands.
Whether it’s configuring audio-visual equipment or addressing last-minute changes, having a team ready to tackle any challenge ensures a stress-free event.
Beyond the technicalities, collaborating with the coworking space in organising your event creates a partnership and a shared commitment toward the success of your event.
As the organiser, knowing that you’re backed up by a dedicated and professional team during the event planning fosters a sense of confidence and trust. This, in turn, contributes to a positive and memorable event experience, leaving a lasting impression on all attendees.
6. Gain Access to Collaborative Partners
Coworking spaces aren’t just physical venues; they’re also connected to an ecosystem of partners and supporting companies.
This wide network offers a range of additional support services that can make your event planning easier. You may be looking for reliable catering services, event planners, decorators, equipment providers, and so on.
Being an event space, coworking spaces often have established partnerships with trusted vendors and suppliers that streamline the process of a successful event.
Furthermore, larger coworking spaces have a wide range of start-ups and companies as their clients, ready to be accessed without the hassle of extensive research. This makes it highly convenient when looking for a suitable vendor and simplifies the event planning process for your team.
In this way, the coworking space becomes your one-stop solution for your supplementary event needs. With collaborations built on mutual trust, the overall quality and professionalism of your event are assured.
7. Make Time for a Dry Run
Rehearsals and dry runs are the secret sauce of a successful event.
Having a preparatory phase like a rehearsal or dry run of the event offers both organisers and speakers the chance to fine-tune every aspect.
Use the rehearsal to refine speaker presentations, test audio-visual equipment, work on stage presence, troubleshoot equipment, time the event flow, and work out contingency plans. It is an opportunity for solving problems and addressing unforeseen challenges that may have popped up during the dry run.
Besides ironing out logistical issues, these practice sessions also enhance the confidence of the event crew and everyone involved. Speakers and crew members can familiarise themselves with the venue and event flow by learning how to navigate the space effortlessly.
The rehearsal process is the litmus test that guarantees a polished and professional execution.
In summary, hosting successful events at coworking spaces involves a balanced approach of paying attention to crucial elements while tapping into collaborative opportunities. From choosing a prime location to utilising versatile facilities and ensuring a tech-savvy environment, each aspect forms the foundation of running your event perfectly.
Leveraging collaborations and partnerships such as symbiotic marketing with the coworking space to enhance your event’s visibility, while personalised support and collaborative partners simplify and enhance the event planning process.
Finally, the pivotal rehearsal and dry run phase fine-tunes every detail for flawless execution.
Embracing these seven key elements helps you transform coworking spaces into dynamic event arenas, ensuring that your event not only succeeds but also thrives, leaving a lasting impression on all involved.
Discover the ideal venue for your events at INFINITY8. With nine strategic locations, including eight in Johor Bahru and one in Kuala Lumpur, we aim to be your dedicated event and collaborative partner by delivering professional support and exceptional facilities.
Let’s work together to ensure the success and excellence of your event!