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Starting a coworking space requires precise planning of tables, rooms, and workspace allocation to maximize both member satisfaction and revenue potential.
The success of your coworking space depends heavily on getting the right balance between individual desks, collaborative areas, and private meeting rooms. Understanding industry standards for space allocation, furniture requirements, and technology needs will help you create an efficient and profitable workspace that attracts and retains members.
If you want to dig deeper and learn more, you can download our business plan for a coworking space. Also, before launching, get all the profit, revenue, and cost breakdowns you need for complete clarity with our coworking space financial forecast.
A successful coworking space requires careful balance between individual and shared workspaces, with 70% individual desks and 30% collaborative areas being the industry standard.
Peak occupancy typically reaches 75% of capacity, with turnover rates of 3-5x your total desk count requiring flexible hot-desking arrangements and dynamic reservation systems.
| Space Component | Industry Standard Ratio | Specific Requirements per 100 Desks |
|---|---|---|
| Individual vs Shared Desks | 70% individual, 30% collaborative/shared | 70 individual desks, 30 shared table positions |
| Meeting Rooms | 1 room per 12-15 desks | 6-8 meeting rooms total (mix of sizes) |
| Phone Booths | 1 booth per 10-15 peak users | 6-10 phone booths for privacy |
| Space per Individual Desk | 100-125 sq ft per desk | 10,000-12,500 sq ft for desk areas |
| Hot-desk vs Dedicated | 60-80% flexible hot-desking | 60-80 hot-desk positions, 20-40 dedicated |
| Power Outlets | 2 outlets per desk minimum | 200+ outlets plus charging stations |
| Video Conference Rooms | 50% of meeting rooms equipped | 3-4 rooms with video conferencing setup |
How many people are expected to use the coworking space at peak times on a daily basis?
Peak occupancy in coworking spaces typically reaches 75% of your total desk capacity during mid-week periods.
For a medium to large coworking space (800-1,500 sq m), you should expect 70-80% occupancy during peak hours, which usually occur Tuesday through Thursday between 10 AM and 3 PM. This means if you have 100 desks, expect around 75 people during peak times.
Daily attendance patterns show that only 5-7% of your total members are daily regulars who come every day. The majority of members visit 3-4 times per week, creating natural fluctuations in occupancy. This pattern allows you to oversell memberships while maintaining comfortable peak occupancy levels.
Plan your space design around this 75% peak occupancy rate, ensuring you have adequate facilities, power outlets, and common areas to handle these busy periods without overcrowding.
What proportion of users require individual desks versus shared tables?
Industry data shows that 60-70% of coworking members prefer individual desks, while 30-40% opt for shared tables or collaborative workspaces.
Traditional coworking spaces allocate approximately 70% of their workspace to individual desks and 30% to collaborative or shared table areas. This ratio reflects member preferences, where the majority of users seek focused work environments with personal space and storage.
Shared tables work well for freelancers, consultants, and remote workers who don't require permanent storage and prefer flexible seating arrangements. These users typically stay for shorter periods and value the social interaction that shared spaces provide.
You'll find detailed market insights in our coworking space business plan, updated every quarter.
Consider offering both options with flexible arrangements, as member preferences can shift based on project requirements and work styles.
How many private rooms are needed for meetings, and what is the average capacity of those rooms?
The standard ratio is one meeting room for every 12-15 desks in your coworking space, with rooms varying in size to accommodate different meeting types.
| Room Type | Capacity | Quantity per 100 Desks | Primary Use |
|---|---|---|---|
| Small Meeting Rooms | 2-4 people | 2-3 rooms | Client calls, interviews, small team meetings |
| Medium Meeting Rooms | 4-8 people | 2-3 rooms | Department meetings, presentations, workshops |
| Large Conference Rooms | 8-12 people | 1-2 rooms | All-hands meetings, training sessions, events |
| Boardroom | 10-16 people | 1 room (optional) | Executive meetings, client presentations |
| Phone/Focus Pods | 1 person | 6-10 pods | Private calls, focused work, video conferences |
| Creative/Project Rooms | 6-10 people | 1-2 rooms | Brainstorming, design thinking, collaborative projects |
| Multi-purpose Rooms | Variable | 1 room | Events, networking, training, flexible use |
What is the minimum number of phone booths or quiet rooms required for private calls?
You need a minimum of 1 phone booth per 10-15 users at peak occupancy to avoid scheduling conflicts and member frustration.
For a coworking space with 100 desks (75 peak users), 6-10 phone booths provide adequate coverage. These small, soundproof spaces are essential for private calls, video conferences, and focused work that requires silence.
Phone booths should be strategically distributed throughout your space, not clustered in one area. Place them away from high-traffic zones but accessible from all work areas. Each booth needs power outlets, ventilation, and good lighting for video calls.
This is one of the strategies explained in our coworking space business plan.
Consider installing a booking system for phone booths to manage usage during peak hours and ensure fair access for all members.
How much square footage should be allocated per desk and per meeting room to maintain comfort and productivity?
Allocate 100-125 square feet per individual desk and 25 square feet per person in meeting rooms for optimal comfort and productivity.
| Space Type | Square Footage | Includes |
|---|---|---|
| Individual Desk | 100-125 sq ft | Desk area, chair space, personal storage, circulation paths |
| Shared Table Position | 80-100 sq ft | Table space, chair, shared storage access, movement area |
| Small Meeting Room (2-4 people) | 100-150 sq ft | Table, chairs, presentation screen, storage cabinet |
| Medium Meeting Room (4-8 people) | 150-250 sq ft | Conference table, chairs, AV equipment, whiteboard |
| Large Conference Room (8-12 people) | 250-350 sq ft | Large table, chairs, projection system, catering space |
| Phone Booth | 15-25 sq ft | Single seat, small desk surface, sound dampening |
| Common Areas | 30-40% of total space | Reception, kitchen, lounge, corridors, restrooms |
What percentage of tables should support flexible use, such as hot-desking, versus dedicated use?
60-80% of your workspace should support flexible hot-desking arrangements, with 20-40% dedicated to members who require permanent desk assignments.
Highly successful flexible spaces report up to 80% hot-desk ratios, allowing them to serve more members than their physical capacity. This model works because most coworking members don't use their space every day, creating natural availability for hot-desking.
Hot-desking areas require different infrastructure than dedicated desks: mobile storage solutions, cleaning stations, reservation systems, and flexible power access. These spaces should be easily reconfigurable to accommodate varying group sizes and work styles.
Dedicated desks work best for established businesses, daily users, and members who need personal storage or specific equipment setups. These users typically pay premium rates for the convenience and consistency of a permanent workspace.
We cover this exact topic in the coworking space business plan.
What type of seating is most appropriate for long-duration use, and how many units are required?
Ergonomic office chairs with lumbar support and adjustability are essential for workstations, while casual seating should comprise 20-30% of your total capacity for common areas.
Every workstation requires one ergonomic task chair with features like adjustable height, lumbar support, armrests, and breathable materials. These chairs support 6-8 hour work sessions without causing discomfort or health issues for members.
Common areas need diverse seating options: comfortable lounge chairs for informal meetings, bar-height stools for standing tables, and modular seating that can be reconfigured for events or collaborative sessions.
For a 100-desk coworking space, provide 100 ergonomic work chairs plus 20-30 additional casual seats distributed across lounges, break areas, and collaborative zones. This ensures members have comfortable options for different work activities and social interactions.
Invest in quality seating as it directly impacts member satisfaction and retention rates in coworking spaces.
How many power outlets and charging stations should be provided per table or room?
Provide a minimum of 2 power outlets per individual desk and 1 outlet per seat at shared tables, plus additional charging stations throughout common areas.
Modern coworking members typically bring multiple devices: laptop, phone, tablet, and various accessories. Each workstation needs sufficient power access without requiring extension cords or adapters that create clutter and safety hazards.
Meeting rooms require power outlets at every seat plus 2 additional wall outlets for presentation equipment, video conferencing systems, and mobile device charging. Install outlets with USB ports to accommodate phones and tablets directly.
Add dedicated charging stations in common areas at a ratio of 1 station per 10 desks. These multi-device stations should be located in lounges, kitchen areas, and near phone booths where members gather during breaks.
What is the required ratio of collaborative spaces to individual workstations?
Maintain a 3:1 ratio with 75% individual/focused work areas and 25% collaborative/social spaces to balance productivity and community building.
Collaborative spaces should occupy 30-40% of your total square footage, including meeting rooms, lounges, kitchen areas, and informal gathering spaces. This allocation supports the dual nature of coworking: focused individual work and community interaction.
Individual workstations need quiet, distraction-free environments where members can concentrate on deep work tasks. These areas should be positioned away from high-traffic zones and social spaces to minimize noise and interruptions.
Collaborative areas include formal meeting rooms, casual lounge seating, standing meeting areas, and social zones like kitchens and game rooms. These spaces foster networking, knowledge sharing, and the community atmosphere that differentiates coworking from traditional offices.
It's a key part of what we outline in the coworking space business plan.
How many conference rooms need to be equipped with video conferencing systems?
Equip at least 50% of your meeting rooms with professional video conferencing systems, with all large conference rooms requiring this technology as standard.
In today's hybrid work environment, video conferencing capability is essential for coworking spaces. Remote team members, client presentations, and international business calls are common activities that require reliable audio-visual technology.
Small meeting rooms (2-4 people) need basic setups: large monitor, webcam, microphone, and speaker system. Medium rooms (4-8 people) require conference cameras, ceiling microphones, and wireless presentation capabilities. Large rooms (8+ people) need professional-grade systems with multiple cameras and advanced audio processing.
Budget approximately $2,000-$5,000 per room for basic systems and $8,000-$15,000 for large conference rooms with professional equipment. Include ongoing software licenses and maintenance costs in your operational budget.
Consider rooms without video equipment as backup options and cost-effective alternatives for simple in-person meetings.
What is the expected occupancy turnover rate, and how should it influence the number of tables and rooms provided?
Coworking spaces typically experience 3-5x turnover rates, meaning you can serve 300-500 members with 100 physical desks through flexible scheduling and hot-desking arrangements.
Weekly and daily turnover patterns allow strategic overbooking of membership sales while maintaining comfortable occupancy levels. Most members use coworking spaces 2-3 days per week, creating natural availability for others.
Implement dynamic reservation systems that track real-time usage patterns and adjust availability accordingly. Monitor peak hours, seasonal fluctuations, and member behavior to optimize space utilization without overcrowding.
Plan for growth by designing flexible layouts that can accommodate varying occupancy levels. Use modular furniture and moveable partitions to quickly reconfigure spaces based on daily demand patterns.
Review occupancy statistics quarterly and adjust your desk-to-room ratios based on actual usage data rather than initial projections.
How should furniture and room layouts be designed to allow easy reconfiguration for future growth?
Choose modular furniture systems, mobile storage solutions, and flexible partitions that enable rapid space reconfiguration without major construction or renovation costs.
Modular desk systems allow you to create individual workstations, shared tables, or collaborative areas using the same components. Look for systems with interchangeable surfaces, adjustable heights, and integrated cable management that can adapt to different configurations.
Mobile storage units, stackable chairs, and rolling whiteboards provide flexibility for changing room purposes. Install moveable wall dividers that can convert open areas into private spaces or combine small rooms into larger event spaces quickly.
Plan your electrical and data infrastructure to support various layouts. Install floor boxes or overhead power distribution that can serve different furniture arrangements without requiring new wiring.
Design with future expansion in mind by selecting furniture and equipment that can scale with your business growth and changing member needs.
Conclusion
This article is for informational purposes only and should not be considered financial advice. Readers are encouraged to consult with a qualified professional before making any investment decisions. We accept no liability for any actions taken based on the information provided.
These space planning principles form the foundation of a successful coworking business model that attracts members and generates sustainable revenue.
Proper implementation of these table and room requirements will position your coworking space for long-term success in the competitive shared workspace market.
Sources
- Coworker - Is Your Coworking Space Half Empty? Here's the Fix
- Deskmag - Coworking Space Members Statistics Market Report
- David Publisher - Coworking Space Research
- Archie - How Big Should a Coworking Space Be
- Archie - Conference Room Size Guide
- Connect Space - Maximising Productivity Meeting Rooms
- Eptura - Space Per Employee Guide
- Yarooms - Desk Sharing Ratio
- 2727 Coworking - Hotdesking vs Assigned Desks Analysis
- Dojo Business - Coworking Space Tables Private Rooms Mix
-Coworking Space Startup Costs: Complete Budget Breakdown
-How to Write a Coworking Space Business Plan
-Coworking Space Optimal Area Per Person: Space Planning Guide
-Coworking Space Monthly Maintenance Expenses
-Coworking Space Budget: Location Selection Guide
-Complete Coworking Space Budget Guide
