Choosing a location is always an exciting step in the planning process and paired with selecting a date, this is one of the earlier milestones. When planning, we keep in mind that people will be working for 12 hours in this space, which means that it needs to be comfortable, creative, and accommodating.

PRIMARY SPACE

Make a Mark organizers have selected spaces that include coworking facilities, company offices, libraries, and event halls. For each event, we narrow our options down to just a few and then tour the spaces, asking plenty of questions. The first component is to secure a space that is large enough to fit everyone at its peak (usually the demos at the end of the event), while still being small enough to feel inclusive and communal. We also work to ensure that the event host can accommodate our event needs (AV equipment, printer, kitchen access, restroom access, break-out spaces, and so on) and meet our aesthetic goals (often natural light and a creative setting to inspire everyone in attendance).

We want a flexible space that can be transformed throughout the day. It has been key to have portions of the day in different spaces than where the teams were working. This allows the makers (creatives) to break out of their existing headspace.

Not every space has had exactly what we need, so we have to come up with a plan for what additional supplies we might need to get on our own, like tables, chairs, power strips, paper supplies, and so on. We also know that some items makers need or want to bring on their own such as their computers, monitors, tablets, journals, color swatches, cameras, and other specific tools for their craft. ‍

CUSTOM SPACES

In the last lesson we talked about specific parts of the day — event kick off, working space, nonprofit check-ins, breakout spaces, and demos. Let’s talk more about what these locations could look like.

Event Kick Off

First, the event kick off is generally brief and meant to get teams energized and also take care of miscellaneous housekeeping items like the schedule and of course, the location of the restroom. This is usually a large, open space with access to AV equipment for any videos or slides to be shared.

Working Space

The working space is where the majority of the magic happens. This is usually a large space but could be smaller individual rooms. It is fully equipped with tables, chairs, and other needs of the teams. This is the most utilized and most important physical space for the event.

Nonprofit Check-Ins

Around midday nonprofit representatives usually stop by to have a brief check-in with their teams. This is a good time for makers to present drafts to the non-profit representatives and get any remaining feedback or resources needed to complete the project. These check-in spaces are usually held in a quiet, closed area where the team can share drafts with the nonprofit. As event organizers, we often act as project managers to help support this work.

Breakout Spaces

Breakout spaces are something we often utilize for nonprofit learning sessions or even a quiet area where a team can whiteboard ideas. These are versatile and separate from the main working space.

Demos + Drinks

Demos are truly the most exciting part of the day! Often sponsors or community members will attend, the nonprofits and their guests will arrive and we’ll all start with a drink and a toast. This is the time of the day to celebrate and showcase the amazing nonprofits and the tremendous projects. This space is similar to the event kick off, a large area with seats (as demos can last a while) and AV equipment. We often offer drinks and food to enjoy and celebrate during this time.