The amount of space needed per guest depends on the type of event.
Twice as many participants can attend an auditorium style training lecture,
compared to an interactive round-table training session in the same
room. A sit-down dinner requires about 20 square feet per person, versus
a cocktail reception, where about 8 square feet person will provide
the right balance for both personal comfort boundaries and mingling.
This does not include the square footage required by AV
equipment and staging needs.
It is important to consider the comfort of the guests when mapping
out the floor plan. They will be happier if a table designed to seat
8-10 only holds eight, or if, in row seating, a few inches is left on
either side of their chair. For the organizer, this means that more
square footage is necessary per person.
The experienced event organizer
will know the balance required between enough space for guest comfort
and enough closeness to generate and maintain an energetic social flow.
This room “energy” is important. When people are crammed
in too tightly, the constant inadvertent physical contact and heat makes
them edgy and unsatisfied. When there is too much space, the room feels
empty and the event may feel under-attended and without energy. Either
way, the attendees are less likely to take away the messaging objectives
of the event.
The same space may need to be rearranged for different purposes during
the course of an event; day-time training sessions, a speaker dinner,
and then entertainment and dancing. Create a floor plan for each of
these uses, and determine how the room capacity shifts with each change
in usage.
| Ottawa Conventions.com
Event Planning 101
Chapter 4: Technical/Staging Requirements & Considerations
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