A Survival Guide for Coworking Conferences: A Workspace Operator’s Playbook

Over the last five years, I’ve been to eight coworking conferences and dozens of coworking-related events, meetups and retreats. I’ve covered these events for various publications, I’ve given presentations, moderated panels, participated in unconference sessions, created content for the events, set up tables and even re-potted centerpiece plants for one.

Coworking conferences provide resources for operators and valuable insight into the workspace industry. They also serve to strengthen and grow the community of coworking space operators, which is remarkably close-knit. Flexspace operators, workspace owners and community managers, industry service providers and coworking movement pioneers all gather at these events to share ideas, resources and best practices.

Here are my best tips for surviving–and thriving–at a coworking conference.

Global Coworking Unconference Conference Opening Session

Before the Conference

Know who will be there

Take a look ahead of time at the people attending the conference. It’s challenging, in a sea full of people all wearing little badges, to know who is who. Take time to get a sense of who will be there and who you’d like to connect with. 

Make contact ahead of time

Reach out to people and let them know you’re interested in connecting. Give them some context about why you’re interested in talking with them.

Schedule must-have meetings in advance

Don’t wait until the conference to try to schedule time with someone. Set up a coffee, breakfast or meeting in advance of the conference.

Set your intentions

What will make the conference a great success for you? What would you like to learn? Who would you like to connect with? What would you like to leave with? Get clear about your intentions in advance.

Bring business cards

I find that the only time people ask for my business card is when I don’t have them. Be sure to bring some cards along so you’re prepared when the moment comes.

Get social in advance

Before the event, get active on social media using the event hashtags. Mention that you’ll be attending, connect with other attendees, and start conversations around hot topics. This will help you make connections and generate interest in the event.

During the Conference

Be human

No one wants to be spammed at a conference. Show up as you, be real, focus on making genuine connections.

GCUC2016_JamieRussoBeckyandLD_2

Ride the social momentum

Once the event has started, take advantage of the social media momentum. People will be using the event hashtag to share quotes, thoughts, feedback and photos. Join the conversations. Twitter and Instagram are particularly good platforms for conferences.

Participate

Don’t be a conference wallflower. Get in there and participate. Introduce yourself to people, share generously of your experience and ideas, and take part in as much of the event as you can.

CloudVO Blog Platforms and Tools Global Workspace Association Conference

Ask questions

Now is not the time to sit back and pretend you know everything. Now is the time to ask questions, keep an open mind and learn. Everyone there has something to teach you, even if they’re a brand new space operator. Plan to leave the conference knowing more than you did when you arrived.

Take notes

You think you’ll remember everything you’re hearing and experiencing, but you won’t. Take notes throughout the conference. When you get home, you’ll be glad to have a record of highpoints, things to research, and people to connect with. Most venues have wifi access, but don’t count on it. Have an offline option on your laptop, or keep it simple and just take a notebook.

Talk to vendors

Now is the time to learn about all the products and services available to level-up your coworking space and operations. Get to know the vendors, ask them questions about what they offer, and don’t worry about being sold at. I know many of the coworking conference vendors and most of them are in this business because they truly believe in coworking and they want you to succeed.

CloudVO Booth at Global Coworking Unconference Conference Denver

Don’t try to do everything

If you race around trying to do everything, you’ll likely miss the most valuable things. Go to the panels and presentations that most resonate with you. You can’t take it all in, so don’t try. If you’re in the middle of an engaging, important conversation, then by all means, continue it. Don’t rush off to the next thing if you’re making a great connection.

Be present

Conferences can be exhausting. Do your best to be present in whatever you’re doing, whether that’s listening to a presentation, having lunch with colleagues, or making new connections at a happy hour.

Charge up

Access to power is almost always an issue at conferences. Charge up your devices, use power when you have access to it—even if you’re not particularly low at the time. If you tend to use your gadgets a lot at events, bring a portable charger.

Take care of yourself

At some point during every conference, I burn out. It’s hard to be mentally, physically and emotionally present for days on-end. When this happens, I usually go outside and walk around for a bit. Be sure to take care of yourself during the conference. Don’t worry about missing out on a panel, or skipping a group lunch. Take time to refresh and decompress. Doing so will improve your whole conference experience.

Connect with industry leaders

Conferences are one of the best ways to connect with industry leaders. Workspace pioneers, visionaries and game-changers are all there to connect, learn and share. Take advantage of the easy access you’ll have to speakers, sponsors, industry insiders and your workspace colleagues.

Global Coworking Unconference Conference Panel Discussion New York 2018

After the Conference

Get organized

After the conference, take time to organize your contacts and todos. Who do you need to reach out to? What do you need to research? Which items do you need to take action on? 

Be speedy

Follow-up with people within a few days. This keeps the conversation fresh and, let’s face it, if you don’t connect within a few days, you’re probably not going to reach out at all.

Implement what you’ve learned

Hopefully you’re now full of ideas and insights. How will you implement and incorporate them into what you’re doing? Create clear strategies to put your conference experience into action.

Share your experience

What were your big takeaways from the conference? What was your experience? What went well? What would you like to see in the future? Share your thoughts and ideas in a blog post, on social media, or in online groups. It’s always interesting to hear other people’s takeaways and your insights help conference producers make improvements for the next one.

Cat Johnson is a writer, teacher and content strategist. She blogs about coworking at catjohnson.co.

CloudVO is looking forward to seeing you at the 2019 Global Workspace Association Conference on September 18th in Washington, D.C. Let us know of any conference tips you would like to share!


About CloudVO

CloudVO is the umbrella brand of Cloud Officing Corp., headquartered in San Francisco, California. CloudVO’s mission is to provide comprehensive virtual office, coworking and meeting room solutions to professionals under a Workplace-as-a-Service™ model. CloudVO grants preferential access to day offices, coworking space, and professional meeting rooms in 700 locations worldwide for distributed workers on a subscription or a pay-per-use basis.