The right meeting space is essential for a productive offsite. Too small, and your team feels cramped; too large, and the room feels empty or impersonal. While every event is different, these guidelines will help you plan effectively.
Considerations When Estimating Meeting Space
Headcount: Total number of attendees is the starting point.
Room setup style: Space per person varies:
Boardroom: ~20–30 sq ft
Classroom: ~15–18 sq ft
Theater: ~10–12 sq ft
U-shape / hollow square: ~20–25 sq ft
Agenda type: How much time will be spent in presentations vs. interactive sessions?
Breakout needs: Additional rooms for small-group discussions.
AV & staging: Account for screens, projectors, and equipment.
Comfort & flow: Leave space for movement, note-taking, and casual conversation.
Our Tips
Check with the venue: Many venues suggest space based on your headcount, but it’s okay to ask about alternatives.
Plan for variety: Flexible spaces support both focused sessions and casual collaboration.
Look for natural light: Good lighting boosts focus and morale.
Avoid overbooking: Too much empty space can dilute energy; choose a layout and size that match your goals.
Bring a floor plan: Visualizing the layout helps catch issues early.
Right-sizing your meeting space keeps your team engaged, comfortable, and connected. Share your agenda and headcount with the venue—they can guide you to the optimal space.
TL;DR
Estimate space based on headcount and room setup style
Account for agenda, breakout sessions, and AV needs
Use flexible spaces and natural light when possible
Check with the venue and review a floor plan to confirm