Are you organising an event, fair, festival, conference or party? Then a lot of questions come to mind. One of them is probably: how many people can actually fit in a room? Or rather: how big should your space be? Quickly put: there is no standard answer. After all, it depends on the type of event, the atmosphere and the set-up. Nevertheless, there are handles. We explain it all to you.
Do you have an event location in mind at Jaarbeurs? Then you do not have to calculate yourself how many people you can fit in which space. Because we can do that calculation for you. We know all about the rooms, types of set-ups and how many people can fit in. Ask our event or account managers, we will be happy to help you!
How many people per m² at an event?
Basically, we always say: the more informal the event, the less space you need per person. But don't forget: safety, comfort and experience also play a very important role.
- Standing event
Are you organising a party or eventwhere everyone is standing and moving around the venue? For example, a drinks party, reception or dance party? If so, allow approximately 1 m² per person.
- Theatre-style seating
Are you planning a gathering where people are seated, without tables? We call this a theatre-style layout. If you choose this layout, allow for approximately half a m² per person.
- Seated with tables
Are you opting for a layout with tables and chairs? For example, for a dinner or meeting? We refer to this as a cabaret-style layout. Allow approximately 1.5 to 2 m² per person.
How many people at a trade fair?
If you organise a fair, it's all about discovery. To walk around and network. In short: you need a flexible space where people can move around easily.
- Count on about 2.5 to 3 m2 per visitor
- Are you working with stands or stalls? Then count that area in the total.
- Do not forget to include walking routes, cloakrooms, catering area, etc. in the calculation.
How many people at a conference?
A conference needs a smart layout. After all, you often work with a combination of presentations, break-out sessions and networking moments.
- Plenary part? Then keep about 1 to 1.2 m² per person.
- Workshop space, catering or networking opportunity? Then factor in 1.5 to 2 m2 per person.
How many people at a conference?
A conference is similar to a congress, but here it is even more about transferring knowledge. The layout is still important, but you can keep less space per person.
- Presentation or keynote session? About 1 m² per person.
- Interactive moments at tables such as discussions or brainstorming sessions? Then keep 2 m2 per person.
Which room layout to choose for optimal room occupancy?
The right room layout determines how your participants experience the event. And, of course, what you have in mind. For example, knowledge transfer, creating interaction, networking or group spirit.
The setup, of course, depends on how big your space is. But, it also determines how many people you can accommodate. See:
- Theatre-style seating: perfect for accommodating lots of people in a small space. After all, you don’t need any tables, and you can arrange all the chairs side by side and one behind the other.
- Square layout: in this layout, tables are arranged in a square or rectangle. This is a good way to encourage interaction. Do you have the space? If so, a square layout is ideal for this sort of purpose. But if you’re short on square metres, it isn’t the most efficient layout.
- Cabaret layout: here , half-tables are arranged facing the stage. You can accommodate slightly more people than with a square layout, but it still takes up a lot of square metres of your space.
- U-shape: in a U-shape, participants sit at a table arranged in a (yes!) U-shape. This is a meeting layout where everyone can see each other. The speaker stands in the centre. Perfect for meetings where you want interaction and where you have the space to make the most of it. And that’s necessary, because a U-shape requires around 2.5 square metres per person. So it’s not exactly the most space-efficient option.
- Dinner setup: is often done with round tables for 6 to 10 people. You need a lot of square footage for it and it is not an optimal use of space. BUT: very atmospheric.
Need help with an event?
Want to know more about organising an event, how many people you can accommodate or which set-up is convenient? We are here for you. Our event managers know exactly which space is suitable and how to arrange it.
