Coworking space equipment: the case for used, the case for new

What to take away

Used equipment is a cash decision, not a quality decision. For coworking space equipment, the question is whether the saving buys you something the business needs more than uptime.

A coworking fit-out usually runs from a few thousand dollars for a single room to six figures for a full floor. The arithmetic below uses named variables so you can substitute your own figures.

Where used wins

Chairs are the clearest case. A Herman Miller Aeron new typically lists between $1,400 and $1,800 in the US. A Steelcase Leap runs about $1,000 to $1,300, and a Haworth Zody about $800 to $1,000.

Refurbishers rebuild those three models most because parts exist and frames last. A rebuilt Aeron with a new gas cylinder and casters often sells for $500 to $800, about half of new.

Desks are next. A used 60 by 30 inch laminate top on a steel frame is a slab and four legs. There is little to break and little to service. New versions of the same top typically run $150 to $300; used units often sell for $60 to $140 in most US markets.

Networking gear is the third. A used Cisco Catalyst 2960-X switch or a Ubiquiti UniFi 6 Pro access point, bought from a reseller who tests it, costs a fraction of new. The firmware is the same.

Ubiquiti lists the UniFi 6 Pro at $159. A tested used unit typically sells for $80 to $110. A Cisco Catalyst 2960-X typically runs several hundred dollars to over $1,000 new; used units sell for $50 to $200.

Where new wins

Access control runs every day, and a failed reader locks members out. HID, Brivo, and Kisi sell new hardware with warranty and support. A used controller with an unknown firmware history is a liability.

A HID Signo 20 reader typically lists between $200 and $300. A Brivo ACS300 controller runs several hundred dollars plus a monthly subscription per door. Kisi pairs its reader with a per-door cloud plan.

Meeting room displays and video bars come next. A used Logitech Rally Bar or Poly Studio kit can be a bargain, but only if you can verify the firmware and the room it came from.

A display that drops a call in front of a client costs more than the discount. A Rally Bar lists around $3,000 to $4,000 new; a Poly Studio X50 around $2,500 to $3,500. Used units often sell for 40 to 60 percent less, but firmware and account transfer are not guaranteed.

Coffee and kitchen equipment. A used commercial espresso machine is a repair project. A single-group La Marzocco Linea Classic runs about $8,000 to $11,000 new; used units sell for $4,000 to $6,000 and often need a new pump, gaskets, and a descale.

A used refrigerator is fine. A True or Turbo Air undercounter unit runs $1,500 to $3,000 new; used units sell for under half that.

HVAC and electrical touch the building. Confirm with your landlord and a licensed contractor before you buy anything used that draws power or changes the load.

A used mini-split with unknown service history is a risk. A new Daikin or Mitsubishi unit comes with a warranty and a known load rating.

The comparison

Figures are illustrative. Get current quotes from at least two suppliers in your market before you commit.

The decision rule

Write the rule before you shop. For each item, answer three questions: does a member touch it daily, can it be inspected and repaired locally, and can the business absorb the downtime if it fails.

If the first answer is yes and the second is no, buy new. A badge reader or a meeting room bar fits that pattern.

If the first is no and the second is yes, used is usually the better call. A desk or a switch fits there.

Everything else is a judgment you make with your own numbers.

Give one person authority to maintain the list and to approve exceptions. Repeat repairs and lost capacity should open a conversation, not stand as a score.

What to check before you install

Occupational Safety and Health Administration: Computer Workstations eTool covers monitor, chair, and desk setup for office and member work areas. It is a checkable reference for the equipment you place at each desk.

Occupational Safety and Health Administration: Safety Management explains how to find and fix hazards before an inspection or an injury does it for you. Use it to set your own walkthrough routine.

U.S. Department of Justice: ADA Guide for Small Businesses covers accessibility in existing facilities, including barrier removal and accessible routes. Confirm your own duties with your local authority having jurisdiction and a licensed inspector.

Worked example

A 40 desk space needs 40 task chairs and 40 desks. It also needs one badge reader per entry and one controller. Two meeting room kits and one switch are also required.

At $1,400 each new, 40 Aeron chairs run $56,000. Rebuilt at $600 each, the same chairs cost $24,000, a saving of $32,000.

The saving on chairs pays for the access control hardware. The saving on the switch pays for the spare chair and the spare reader.

Run the same arithmetic with your own desk count and your own quotes. The answer changes with the market, not with the principle.

For the full fit-out sequence, from lease review to opening day, see the coworking space equipment and setup guide.

Common questions

Is used equipment worth it for a coworking space?

It depends on the item. Chairs, desks, and network gear are usually worth buying used because they are simple to inspect and repair. Badge readers, meeting room kits, and commercial kitchen equipment are usually worth buying new because a failure is public and support matters.

What should I never buy used?

Anything that touches the building's electrical or HVAC load, and anything a member touches daily that has no local repair path. Confirm with your landlord and a licensed contractor before you buy used equipment that draws power or changes the load.

How do I price a used item properly?

Add the purchase price, inspection, freight, and the cost of the downtime it can cause. If that total is close to the new price, buy new. If it is well under, and the item is easy to inspect and repair, used is the better call.