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 event where everyone stands and moves around the room? For example, a drink, reception or dance party? Then keep about 1 m2 per person.
- Theatre arrangement
Do you choose a meeting where people are seated, without tables? Then we call it a theatre arrangement. If you opt for this arrangement, count about half a m2 per person.
- Seating with tables
Do you choose a setting with tables and chairs? For example, for a dinner or consultation? Then we call that a cabaret setting. Reserve around 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 set-up: perfect for lots of people in little space. After all, you don't need tables, and you place all the chairs next to and behind each other.
- Carré arrangement: in this arrangement, tables are arranged in a square or rectangle. This is a good way to initiate interaction. Do you have the space? Then a square setup is fine for this kind of purpose. But are you short on square metres? Then it is not the most efficient layout.
- Cabaret setup: here, half tables face the stage. You can fit a bit more people than in a square setup, but it still requires a lot of square metres of your space.
- U-shape: in a u-shape, participants sit at a table in a (yes!) u-shape. This is a meeting arrangement where everyone can face each other. The speaker stands in the middle. Perfect for meetings where you want interaction as well as where you can grab space. And that is necessary, because a u-shape requires about 2.5 square metres per person. So not very optimal for your space.
- 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.
