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Designing spaces for engagement

Creating spaces for community engagement

Community engagement needs places where people can come together, develop ideas and take action together. As part of the ‘Tour of Good Community Engagement Spaces’, 27 such spaces in Stuttgart were visited. The tour also addressed the question: what helps ensure that spaces for community engagement function effectively?

This page summarises suggestions for groups, initiatives and organisations. It is not a list of mandatory tasks. Often, all that is needed is an easily accessible venue where people feel welcome and can work together without complications.

Not every space has to do everything

A community space can be many things: a group room, a neighbourhood meeting place, an office, a workshop, a garden, an events venue or a space used by several initiatives.

What a space needs always depends on who uses it and what it is used for. A space for confidential counselling requires different conditions to a space for exercise, communal cooking, events or open meetings.

That is why designing community spaces is not about meeting as many requirements as possible. The more important question is: what do the local people and organisations really need?

Clarify the intended use first, then design the space

Before you decide on furniture, fittings or the layout, it’s helpful to ask a few simple questions:

Who will be using the room?
What is the room used for?
When will the room be used?
What needs to work well there?
Who should feel welcome there?
What can stay the same?
What should be changed?

Often, even small adjustments can have a big impact: clear information, flexible furniture, good lighting, a quiet area for conversation or easy access to materials.

How spaces can help

Good spaces for engagement create opportunities for people to meet and facilitate collaboration. They can help people feel welcome, take on responsibility and contribute their own ideas.

Depending on the location, target group and activities on offer, spaces can fulfil different purposes. Some places are open and lively. Others offer tranquillity, shelter or a setting for confidential conversations. Some spaces are used on a permanent basis, whilst others are only used for individual meetings, projects or events.

It is helpful if spaces are easily accessible, can be reached conveniently and are suited to local community involvement. This also means that people should be able to move about, exchange ideas and help shape the space without feeling excluded or under pressure.

Questions about interior design

The following questions will help you when you’re using, altering or redesigning a space. You don’t have to answer or fulfil all of them. What matters most is what suits your venue, the services you offer and the people who use the space.

Atmosphere and interior design

A space can help people to feel welcome, strike up conversations and contribute their own ideas.

For those involved and visitors alike, some places become an important point of reference: familiar, open, communal or even deliberately quiet. This atmosphere arises primarily from the way people use the space and interact with one another. This also includes whether people can move about freely and whether they are allowed to be there without having to buy or consume anything.

Possible questions:

Do different groups feel welcome?
Is there space for interaction and for people to contribute their own ideas?
Does the atmosphere suit the community work and the activities on offer?

Location and surroundings

The location influences which activities work well in a space. A space may be situated inside a building, have an outdoor area, or combine both.

It is also important to consider what uses the surroundings allow. Some places are well suited to quiet, relaxation and confidential conversations. Other places offer space for lively gatherings, physical activity, events or activities where it is acceptable for things to get a bit noisier at times.

Possible questions:

Are there good bus and train links?
Is there an outdoor area or usable space in the vicinity?
Does the setting suit the people and the activities on offer?

Access and use

A space is particularly useful when people can use it easily. This includes an entrance that is easy to find, clear information, straightforward arrangements and access that is as barrier-free as possible.

Accessibility isn’t just about the physical layout of the building. Costs, opening hours, signage, language, rules and the atmosphere within the building can all influence whether people enjoy using a space. It is also important that people can visit the venue without feeling singled out or on display.

For volunteers, it is often crucial that they can use the facilities independently. This applies, for example, to group rooms, function rooms, outdoor areas, technical equipment or materials. Clear rules regarding keys, booking and use make day-to-day life easier.

Possible questions:

Are the signage and information clear?
Can volunteers use the space easily and without hassle?
Are there clear arrangements regarding keys, booking and facilities?
Is use free of charge or available at a reasonable cost?

Design and fittings

Rooms do not need to be perfectly furnished. What matters is that they meet people’s needs, are well-maintained and can be put to good use. Flexible furniture, storage space, good lighting, Wi-Fi or simple presentation equipment can make everyday life easier.

Materials, colours and design can also play a part. They can help to make a room feel welcoming or reflect an organisation’s identity. However, the key thing is that the room works for the people using it and the activities on offer.

When different groups use the space, flexibility is particularly important. Furniture, technology and materials should, where possible, be arranged in such a way that a variety of activities are possible: meetings, consultations, learning, exercise, events or collaborative work.

Possible questions:

Is the space well-maintained, welcoming and easy to use?
Is the furniture easy to move?
Is there enough storage space for materials?
Is the equipment as accessible as possible?

Involvement in the design process

Spaces work better when the people who will eventually use them are involved in the planning process. Committed stakeholders, target groups and staff often know exactly what is needed in day-to-day life.

Involvement doesn’t have to be complicated. Sometimes a joint tour, a brief survey or a trial session is enough: What’s missing? What’s a nuisance? What works well? For larger-scale changes, it may be useful to involve other people, such as students, specialist planners, tradespeople or other organisations with similar experience.

Possible questions:

Who uses the space regularly?
Who should be consulted when changes are made?
What minor adjustments can be implemented quickly?
Where would external support be useful?

Find out more about participation

Thinking about the different areas within a space

An engagement space often consists of several areas. Some are clearly separated from one another, whilst others emerge through use: a place to settle in, a corner for conversations, a table for group work, storage space for materials or an area for events.

Such areas are also known as spatial zones. They help you to think about a space in practical terms: what happens where? What needs to be close to one another? Where is peace and quiet, space or equipment required?

Not every community space needs all of these areas. The overview in the following section shows which spatial zones may be useful depending on the activities on offer.

Entrance and information areas

An entrance area helps people settle in. It is a place where people can be welcomed, find information or wait for a meeting.

The following may be helpful:

clearly visible signs
seating
leaflets or notices
a simple way to make initial contact
Drinks or a small lounge area, if this suits the service

Depending on the service provided, the entrance area can also serve as a place for brief conversations, referrals or initial advice.

Niches and quiet spaces

Small alcoves can be used in a variety of ways: for brief conversations, quiet work, studying, playing or as a sheltered retreat.

They are particularly useful when a room is used by several groups or when, alongside open-plan activities, quiet spaces are also required.

Group and work rooms

Group and work rooms are suitable for meetings, sessions, workshops, seminars or project work. They can also help to divide larger groups into smaller working groups.

The following may be useful:

movable tables and chairs
simple presentation facilities
storage space for materials
good acoustics
clear rules on shared use

Where rooms are used or let by several organisations, responsibilities, booking procedures and facilities should be clearly defined.

Consultation rooms

Confidential conversations require private spaces. These should be in a quiet location and designed in such a way that people can speak without being disturbed.

This can be important for counselling, support, conflict resolution or personal matters.

Spaces for exercise

When rooms are used for physical activity, sufficient space and a safe environment are required. Depending on the activities on offer, mats, portable equipment or a cupboard for materials may be sufficient.

Not every venue needs its own exercise room. Sometimes a flexible solution or the shared use of existing exercise rooms is enough. It is important that the floor, walls, windows and lighting are suitable for the intended use.

Workshops and creative spaces

For craft, art or technical activities, sturdy materials and easily accessible work surfaces are useful.

Depending on how they are used, the following may be important:

sturdy tables
wipeable surfaces
suitable flooring
Tools and materials
secure storage
Appropriate technology or media

Office and project rooms

Office or project rooms can help to organise tasks, store documents or work on projects from time to time.

They can be used by full-time staff, volunteers or several initiatives. It is important to have clear agreements regarding access, tidiness and shared use.

Having their own workspaces or small project rooms can also enable volunteers to plan tasks independently, prepare materials or coordinate with others.

Event venues

Event venues are suitable for lectures, workshops, performances, thank-you events or larger gatherings.

Flexible furniture, simple technical equipment, good visibility, good acoustics and facilities that allow for different formats are all helpful. Divisible rooms can be particularly practical when groups of different sizes are using the space.

Catering, breaks and opportunities for informal interaction should also be taken into account.

Warehouse and storage space

Storage space is often underestimated. Materials, equipment, play equipment, event equipment and documents all need a designated place.

Dedicated cupboards, labelled boxes or lockable compartments can make shared use easier. Dedicated storage space saves on journeys, time and the need for coordination.

Sanitary facilities

Sanitary facilities should be easily accessible, clean and as barrier-free as possible. Depending on the services on offer, additional facilities such as nappy-changing facilities, a washing machine, a tumble dryer, a shower or toilets may be useful.

The most suitable solution depends on the space available, the target group and the on-site facilities.

Outdoor areas

Outdoor spaces can greatly expand the range of places where people can engage with their local community. Even small areas can provide opportunities for socialising, relaxation or activities close to nature.

The following may be helpful:

Seating
Shade
Raised beds or small garden areas
flexible outdoor furniture
Safe paths
Clear rules on use

Outdoor spaces can also help to make a place more open to the neighbourhood and facilitate participation in the public environment.

Small changes can make a big difference

A good community space isn’t created simply because it’s planned, fitted out or refurbished. Above all, it comes into being through use: through people who come together there, take responsibility and breathe life into the space.

That’s why it’s worth taking a regular look: what’s working well? What’s missing? What can be improved with minimal effort? Often, it’s small changes that make a space more accessible, friendlier or easier to use.

If you’re looking for a space or would like to see some more examples, these pages will help you:

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