Having the right amount of meeting space is key to a successful offsite or event. Too small, and your team may feel cramped or distracted. Too large, and the room may feel impersonal or wasteful.
While every team and event is different, there are general guidelines to help you estimate how much space you’ll need for a productive and enjoyable experience.
Considerations When Estimating Meeting Space
Headcount: Your total number of attendees is the most important starting point.
Room setup style
Boardroom: ~20–30 sq ft per person
Classroom: ~15–18 sq ft per person
Theater: ~10–12 sq ft per person
U-shape or hollow square: ~20–25 sq ft per person
Agenda type: Consider how much time will be spent in presentations vs. group breakouts or interactive sessions.
Breakout needs: If you’re splitting into smaller groups, you’ll need additional breakout rooms or flexible spaces.
AV and staging: Add space for screens, projectors, or any equipment that takes up floor area.
Comfort and flow: Don’t forget to leave room for movement, note-taking, and casual conversations.
Pro Tips:
Check with the venue: Typically a venue will include their recommended room based on your size and needs in your RFP, but it never hurts to ask about other options.
Plan for variety: Choose a space that can flex between formal meetings and casual collaboration.
Look for natural light: A room with windows or good lighting can boost focus and morale.
Avoid overbooking: Too much empty space can dilute energy—choose the layout and size that best matches your goals.
Bring a floor plan: Visualizing how the room will be used helps you catch layout issues early.
Right-sizing your meeting space helps your team stay focused, comfortable, and connected. When in doubt, share your agenda and headcount with the venue—they can guide you to the best fit.