Meeting Room CAPACITY Calculator

1. Determine your goals and objectives.
   Establishing the desired outcome is the first phase of planning your company retreat and is useful for determining how much space you’ll need. Knowing what you want to achieve will help you define a clear roadmap for planning your company retreat and deciding on a venue.
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2. ‍Decide how you will use your space.
   How you’re going to use your space has a huge bearing on the space you need. Will you host energetic team-building activities where lots of space is required? Will you gather executives in a boardroom to analyse results? Each type of event demands a different amount of space per person.
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3. Consider only the usable space.
   When you calculate the size of your venue, only measure the usable space. Think about how you want to lay out your room and discount any areas that aren’t suitable. For example, are there parts of the room where sightlines are poor? Does the room have a bar, preventing you from putting tables there? These are all important considerations.
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4. Create a list of necessities.
   Write a list of non-negotiables for your event. You want to be certain the space you’re using is suitable for the type of event you want to host. Making a list of necessities might uncover some essential elements you may have overlooked such as wheelchair access or room for a buffet table.
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5. Set the right tone.
   Depending on the type of event you’re running you might want the space to feel cozy and well-populated or airy and spacious. Typically, an event geared towards networking and relationship building should be more intimate, while decision-making and brainstorming sessions should have more free space.
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6. Take a walk around the event space.
   When you walk around the space in person, you might notice things that weren’t apparent in the virtual representation. Is there a pillar blocking an important line of sight? Maybe there aren’t enough power outlets in the room? These are all important factors to consider when calculating the size and layout of your space.
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7. Consider room acoustics.
   Large rooms with parallel walls and hard surfaces will create a lot of reverberation. When choosing your space, think about the type of event you’ll be hosting and how the sound might impact this. If you’re hosting a lively team building event, you might consider a room with fewer parallel surfaces or mounting foam panels to the walls to soften the sound.

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