Meeting & Event Space Capacity Calculator

Planning a meeting or event starts with finding the right space. Our free Meeting Space Calculator helps event organisers, meeting planners, and venue managers quickly determine the ideal room size for any event setup. Whether you’re hosting a theatre-style conference, classroom training session, banquet dinner, or a reception, this calculator provides instant guidance on the recommended square footage per attendee.

By using industry-standard space allocations, the tool ensures you can make informed venue decisions, compare different layouts, and avoid overcrowding. Perfect for conferences, incentive trips, award ceremonies, exhibitions, or corporate meetings, this calculator saves you valuable time in the planning process and supports smoother discussions with venues and suppliers.

How to Use the Calculator… 

1. Enter the number of attendees you expect at your meeting or event.
2. Select a room layout from the dropdown (e.g., theatre, classroom, banquet, boardroom, U-shape, or reception).
3. Click “Calculate Space” to see the recommended square footage range for your event.
4. Use this information to compare venue options, check if a room will comfortably fit your audience, and plan layouts confidently.

Tip: Always allow extra space for staging, AV, catering stations, and circulation where required.