How to Organize Coworking Events Like A Pro [2025]

Have you ever been in this situation—investing tons of energy, resources and time to organize an event for your coworking community, and eventually, you end up with just a few people attending?

Feeling stuck or confused about what you did wrong (or if you did something wrong at all) is normal.

First, it’s not that easy to constantly come up with creative ideas about super-cool events that would be interesting to everyone and would bond the community.

And second, organizing great events, is a complex matter which includes research, people management, logistics, marketing, coordination, often dealing with budgets and stakeholders, the list goes on…

The good news is that you can use some “hacks” that will help you organize events that your members will love and attend!

But before we move to the tips, let’s put this question on the table:

Why are people not coming to your coworking events in the first place?

Not being interested in this particular event is a possible reason, but there are plenty of other circumstances such as:

• Your members didn’t hear about the event
• They did hear and planned to come but forgot
• They had another appointment during that time
• They were so tired after work that the only thing they wished was to go home, grab a beer and watch Netflix

To help you find out why you end up with not enough visitors and what to change to attract more of them, we’ve listed a few tips below.

Read on!

The Importance of Community Building in Coworking Spaces

Community building is a foundational element of successful coworking spaces, playing a vital role in creating an environment where members feel connected, supported, and engaged. Unlike traditional office settings, coworking spaces thrive on the sense of community and collaboration that they foster.

Here’s why community building is crucial in coworking spaces:

Fostering a Sense of Belonging

Events and activities within coworking spaces help cultivate a sense of belonging among members. When individuals feel part of a community, they are more likely to be engaged, productive, and loyal. This sense of belonging is built through regular interactions, shared experiences, and mutual support, which are often facilitated by well-organized events.

Enhancing Collaboration and Networking

Coworking spaces are designed to bring together people from diverse industries and backgrounds. Community-building events such as networking sessions, workshops, and social gatherings provide members with opportunities to connect, collaborate, and share knowledge. These interactions can lead to new business partnerships, creative collaborations, and a more dynamic work environment. In other words, this is known as the network effect.

Improving Member Retention and Satisfaction

A strong community can significantly enhance member retention and satisfaction. When members feel connected and supported, they are more likely to remain in the coworking space long-term. Regular events that cater to members’ professional and personal interests help maintain high levels of engagement and satisfaction.

Creating a Supportive Work Environment

Community-building efforts contribute to creating a supportive work environment where members can seek advice, share challenges, and celebrate successes.

This supportive atmosphere can reduce feelings of isolation, especially for freelancers and remote workers who might otherwise miss the social interactions of a traditional office.

Promoting Personal and Professional Growth

Events focused on skill development, wellness, and personal growth can greatly benefit members. Workshops, training sessions, and wellness activities provide opportunities for continuous learning and development, contributing to the overall well-being and growth of members.

Strengthening the Coworking Brand

A vibrant and engaged community enhances the reputation of the coworking space.

Prospective members are more likely to choose a coworking space known for its strong community and active events calendar. This positive reputation can also attract media attention and partnerships, further boosting the coworking space’s visibility and appeal.

Encouraging Member-Led Initiatives

Encouraging members to lead their own events and initiatives fosters a sense of ownership and empowerment.

When members are actively involved in organizing and participating in events, they are more invested in the community’s success. Member-led initiatives can range from informal meetups to structured workshops, adding diversity and richness to the event calendar.

Types of Coworking Events

Networking Events

These events are designed to help members connect, share ideas, and explore potential collaborations. Speed networking, meet-and-greet sessions, and industry-specific mixers are popular formats.

Workshops and Training Sessions

Workshops and training sessions offer skill-building opportunities and professional development. Topics can range from technical skills, such as coding and graphic design, to soft skills, like public speaking and leadership.

Social and Recreational Events

Social events, such as happy hours, game nights, and holiday parties, help members relax and bond outside of work. Recreational activities like yoga classes or group outings also contribute to a fun and engaging community.

Panel Discussions and Guest Speakers

Inviting industry experts for panel discussions or guest lectures can provide valuable insights and inspiration. These events encourage knowledge sharing and stimulate thought-provoking conversations.

Member-Led Events

Encourage members to host their own events. This could include anything from book clubs and hobby groups to peer-to-peer learning sessions. Member-led events empower the community and foster a sense of ownership.

How to Choose the Right Event for Your Community

Surveying Members’ Interests

Conduct regular surveys to understand your members’ interests and preferences. This ensures that the events you organize are relevant and appealing to your community.

Analyzing Past Event Success

Review feedback and attendance data from past events to identify what worked well and what didn’t. Use these insights to refine your future event planning.

Considering the Space and Resources Available

Take into account the physical space and resources you have when planning events. Ensure that your venue can accommodate the expected number of attendees and that you have the necessary equipment.

Consider the work and lifestyle of your members

When talking about bonding your community, you might often end up thinking about your members’ professional role only. But sometimes, community bonding happens outside professional activities.

Your people might be doing marketing all day, 5 days a week and a marketing workshop might be the last thing they’d like to attend after work. But instead, they’d enjoy an inspiring wine degustation or a relaxing yoga workshop that would help them get their mind off of work.

Of course, this doesn’t mean to stop hosting professional events, but to mix them with something different and see if this will work.

Consider not only the interests of your members but their lifestyle too. Do they have kids? Do they do sports after work? Are they often on work trips? Do they live far away from your coworking space?

If you’re a parent and you have to take your kids from school, help them with their homework, do the laundry, make dinner, and find time to rest in between all this…staying at a Beer Friday event after work is just not much appealing.

Such members might be a lot pickier about events and would prefer to plan much in advance so they can find out who to look after their kids while they’re away, for example.

Or your members might be fitness addicts who don’t miss their evening workout session. They might think the Board Games night that you’re hosting would be lots of fun, but the only way to make them stay for an event would be to organize an intensive Tabata class.

These are just a few examples but you get the point. Knowing your members’ work and lifestyle will help you find the right events for your community. For inspiration about cool events, you can host, check out our article on the top coworking space event ideas.

🔹Bonus tip: Choose dates and hours wisely.

In most cases, avoiding Mondays and Fridays is a good move. Most people are too tired after the weekend and have plans with friends on Fridays so chances they’ll skip an even on these days are higher.

Also, get to know at what time the majority of your members finish work. If they’re done around 5:30 pm and you host your events at 7 pm, they won’t be much motivated to stay. And on the contrary—if most of them prefer working till late you might want to make your events later too.

Spread the word and set up the hype

Even if you organize the super mega cool event but your members don’t hear about it, your efforts were in vain. You really need to invest time and energy into spreading the word.

The truth is that people are busy, tired, having a case of Mondays, wishing it was Friday…

They sometimes don’t see notifications; they need someone to create the hype for them; they sometimes need to be invited personally. And then to be reminded because they have 54854903 things on their to-do list and it’s easy to forget about an event even if they want to attend.

Make sure you’ve used all possible offline and digital channels to promote the event and you’ve been vocal enough. If you’re interested in learning more about how to benefit from digital channels, here’s a good read on how to use online tools to improve member engagement.

Digital channels and on-site promoting such as putting signs at the reception, in the kitchen, etc, are a must but don’t neglect your most powerful weapon—face-to-face communication. Go to your members’ offices and invite them personally. Greet them when you see them in the hallways and tell them about this amazing workshop you’re hosting next week.

Of course, be mindful not to interrupt them aggressively, especially when they seem much more concentrated on a task or in a hurry, but don’t be hesitant to talk with them directly!

🔹Bonus tip: Invite the smart way

Here’s the trick—you have to “sell” the event, not to beg people to come. Rely on enthusiasm, positivity, and stress on the benefits people will get. Take a look at the following two examples:

Situation 1: “Hey, Sue, you’re coming to the marketing workshop on Tuesday, aren’t you? Come on, I’m trying to find a few more people to attend!”

Situation 2: “Hey, Sue, I’m sure the marketing workshop this Tuesday will be very useful to your startup. The speaker has been consulting tech startups for 10 years and told me he recently helped a fintech company triple their website traffic in just a month. Wasn’t that what you’re trying to achieve right now? Also, we’ll be having some nice drinks for the occasion. Will be happy to see you there!”

We bet the second sounds more attractive to you, too!

Ask for feedback

Ask your members for feedback and ideas and, if possible, do it face-to-face. Don’t rely on surveys only, unless you have that huge community that it’s just not physically possible to talk to the majority of your members.

Not that surveys are bad, but most people are extremely busy, overbooked with meetings, or simply have more important things to do, and a survey usually ends up in the never-ending to-do list or people totally forget about it…even though they are willing to share their thoughts with you.

And most of all, expressing your thoughts in a written form often gives less context and takes a lot more effort than sharing your thoughts over a coffee or a 2-minute random conversation in the hallways.

So try to have more live conversations with your members. It doesn’t need to be anything too formal—a short talk while you’re making your morning coffee or during lunch would do the job.

🔹Bonus tip: Ask members to be specific

Encouraging members to be specific will help you identify their needs. For example, when they mention they enjoyed the last networking event, ask them what exactly they liked—was it the vibe, the drinks, the people they met?

And a final tip: Be patient! Finding the right fit for your space won’t happen overnight. It’s pretty much a trial-and-error method but as long as you invest effort in understanding your community’s needs, interests and lifestyle, things will come in place.

Quick Event Planning Checklist

Detailed Timeline and Steps for Event Planning

Define objectives and goals:

• Set a date and time.
• Secure a venue.
• Arrange for speakers or facilitators.
• Plan the agenda and activities.
• Promote the event.

Tips on Budgeting and Resource Allocation

• Allocate budget for venue, refreshments, materials, and marketing.
• Seek sponsorships or partnerships to offset costs.

Venue Setup and Logistics Management

• Arrange seating and equipment.
• Ensure accessibility and comfort.
• Plan for registration and attendee check-in.

Promoting Your Coworking Event

Effective Marketing Strategies

Use social media, email campaigns, and your coworking space’s website to promote events. Create engaging content that highlights the benefits of attending.

Partnering with Local Businesses and Influencers

Collaborate with local businesses and influencers to expand your reach. They can help promote your event and attract a wider audience.

Creating Compelling Event Descriptions and Visuals

Craft clear and enticing event descriptions. Use high-quality visuals to capture attention and convey the event’s atmosphere and value.

Engaging Members During the Event

Icebreaker Activities and Networking Techniques

Think of some cool icebreaker activities to help members feel comfortable and encourage interaction. Use structured networking techniques to facilitate connections.

Interactive Elements and Member Participation

Include interactive elements like Q&A sessions, live polls, and group discussions to keep attendees engaged and involved.

Using Technology for Engagement

Leverage technology such as event apps, live polling tools, and social media to enhance engagement and provide a seamless experience.

Post-Event Follow-Up

Gathering and Analyzing Feedback

Collect feedback through surveys and direct conversations. Analyze this data to understand what worked well and what can be improved.

Sharing Event Highlights and Member Testimonials

Share highlights and testimonials on your website and social media. This not only showcases the success of the event but also promotes future events.

Planning Future Events Based on Feedback and Insights

Use the feedback and insights gained to plan and improve future events. Continuously adapting and evolving your event strategy will help maintain a vibrant and engaged community.

In Conclusion

If you want to dive deeper into the coworking events topic, you can check the recording of our latest webinar, which answers these (and many more) questions:

• Which are the right events for your space
• How to use events that help you grow your business
• How to organize events like a pro

Access the recording here: How to Grow Your Coworking Business by Organizing Events.