​How Many People Can I Fit in a Room? Your Guide to Room Capacity & Seating

​How Many People Can I Fit in a Room? Your Guide to Room Capacity & Seating

Before getting into the finer details of planning your event, determining your space requirements for the number of guests attending is essential. The last thing you’ll want is a venue that appears too vast and empty for an intimate gathering, or a cramped room full of guests.

Here are Caterhire’s top tips for ensuring you have the perfect space set up for your guests.

Room Capacity

Your room layout will essentially determine the number of guests you can comfortably fit in the venue space. We also recommend following the recommendation below, however, as a general guide.

Room Capacity by Seating Arrangements

It’s important to remember that every event you are hosting have differing layouts, and subsequently, different arrangements for seating. For example, a networking event will have different space requirements & seating plans to a wedding. Here are our recommendations when planning a room’s capacity by seating arrangements:

Cocktail Parties Standing:6 square feet per person
Cocktail Parties Partial Seating:8 square feet per person
Dinner Party Seated Trestle Tables:8-10 square feet per person
Dinner Party Seated Round Tables:10-12 square feet per person
Banquet Events (spacious):20 square feet per person
Classroom Seating (rows):10 square feet per person
Ceremony/Theatre Seating with aisle:8-10 square feet per person

Don’t forget that if you’re using a stage, bar, dancefloor, buffet tables and other furniture and equipment, this will also require additional space. For exact dimensions, you should reach out to your supplier for these to ensure you’ll have enough space for everything you’ll need at your event. Please see a rough guide for typical equipment dimensions below:

Buffet Table200 square feet
DJ or Cake table100 square feet
Bar Area200 square feet
Dancefloor4.5/5 square feet per guest
StageDepends on band size

Our Top Tips For Maximizing a Room's Capacity & Space

To make the most of the space available at your venue, we recommend the following:

  1. Scrutinise the layout of your venue: Are there any areas where space isn't being used but could be? These may be areas such as corners or spaces that can be repurposed.
  2. Consider furniture that can be easily moved when needed: By using modular furniture, you'll be able to create a variety of seating arrangements throughout one event, helping to accommodate guests of different sizes at different stages of the event.
  3. Create a space that is multi-functional: You can make the most of the available space by using it for a variety of activities. Board rooms can double as networking spaces, whilst at functions like weddings, one function room can be used for both dining and dancing.  
  4. Maximise floor space. If you know there'll be decor at your event, consider items that can be hung or are tall, which take up less floor space, maximising room for guests to move freely. 
  5. Only keep items in the room that are necessary for the event. If there are large items taking up space that you know you won't require for the occasion, these should be removed. 
  6. Take it outdoors: Many venues have an outdoor area, which can be utilised for your event by arranging seating, mingling spaces to allow guests to spill out into the area, saving space indoors.
27th Apr 2023

From our Blog