Event lifecycle
Plan, promote, deliver, and review coworking events with clear ownership for capacity, accessibility, safety, member impact, and follow-up.
Primary roles: event-coordinator, community-manager, marketing
Stages
1. Approve and plan
Staff define the event purpose, owner, budget, audience, room plan, accessibility needs, and operational limits.
Manual tasks
- Approve the event owner, budget, and success criteria
- Review safety, accessibility, noise, staffing, and member disruption
Automation opportunities
- Maintain a planning checklist and decision log
- Flag schedule or room conflicts for staff resolution
Suggested tools
Risks
- Attendance goals can override safe capacity or normal member needs
2. Publish and register
The event team reviews public details, opens proportionate registration, and responds personally to special requirements.
Manual tasks
- Proofread claims, pricing, accessibility details, and cancellation terms
- Respond to accommodation and sensitive attendee questions
Automation opportunities
- Collect registrations and send approved reminders
- Maintain a capacity and waitlist view for the event owner
Suggested tools
Risks
- Public forms can collect more personal data than delivery requires
3. Deliver the event
Named staff prepare the venue, welcome attendees, monitor conditions, and retain authority to pause or change the event.
Manual tasks
- Complete a physical venue and equipment check
- Manage check-in, safeguarding, incidents, and attendee support
Automation opportunities
- Provide the current attendee list to authorized staff
- Support a remote session where the approved format requires it
Suggested tools
Risks
- Registration totals may not reflect actual occupancy or support needs
4. Close and learn
Staff reconcile event commitments, restore the space, review feedback, and decide what should change next time.
Manual tasks
- Inspect and reset the venue
- Review incidents, feedback, costs, and follow-up commitments
Automation opportunities
- Send an optional feedback request
- Summarize registration and attendance records for human interpretation
Suggested tools
Risks
- Feedback from a small group can be treated as representative without review
Success metrics
- Percentage of events delivered within approved capacity and budget
- Attendance rate using a documented local definition
- Number of unresolved safety, accessibility, or follow-up actions
Last reviewed: 2026-07-18