When planning your event, room capacity is usually one of the first criteria considered (along with the rental cost!). But event room capacity goes far beyond the initial numbers provided. The addition of audiovisual elements will affect the actual room capacity. It’s important to understand that capacity can vary widely depending on your chosen layout and the audiovisual equipment used. Make sure you evaluate the available space with these elements in mind to ensure an enjoyable experience for your participants!
1. Your chosen event room may be large enough in theory, but in practice?
Room capacity is usually determined according to established standards, generally based on a traditional room layout, the facility’s specific security regulations, and the chosen format. Here are a few common, frequently-used layouts that offer a multitude of possibilities:
· Banquet: An arrangement of round tables, usually seating 8 to 10 people each. Capacity can vary considerably depending on the number of people you need to accommodate. Note: Find out the exact size of the banquet tables you’ll be using (usually 60 or 72 inches) so that you can design a seating plan and confirm that the number of attendees you’re planning to host is realistic.
· Half-moon banquet: An arrangement of round tables, generally seating four to six people each. This format provides excellent visibility for all conference participants, and fosters discussion during workshops. However, it’s the layout that seats the fewest people. That means it’s important to choose a room with a very large capacity if you’re planning on several hundred attendees.
· Cocktail: Cocktail tables and stools facilitate interactions between participants, and encourage moving around during the event. This layout can generally accommodate a greater number of participants, often up to 50% more than a banquet layout. Note: Calculate that the number of tables and stools provided should be between 15% and 25% of the total number of guests. Example: For 100 guests, provide between 15 and 25 tables and 30 to 50 stools.
· Classroom style: An arrangement of rectangular tables with chairs in several rows, usually with 3 to 4 people per table, ideal for seminars, annual sales meetings, small conferences and workshops. This layout makes it easy forparticipants to interact, and is also practical and comfortable for taking notes. Make sure you leave enough elbow room between participants for comfortable note-taking.
· Theatre: An arrangement of chairs in rows facing the stage. This format maximizes space, allowing a greater number of people to attend. It is frequently used for large conferences with over 500 people in attendance. This is one of the best space-saving layouts.
· Risers: People often forget about this layout! If the facility permits risers, the ceilings are high enough, they suit your theme, and you are expecting over 1,000 people, this could be the right choice for you. It’s a popular layout for annual sales meetings and large-scale conferences. Risers offer a very dynamic experience and encourage interactions within groups such as participants from the same division. With this kind of layout, a main stage is a must!
2. How your event set and audiovisual equipment impact event room capacity.
Here’s how various elements may affect your available space:
· Stage: Setting up a stage for presentations or performances takes up quite a bit of space, usually at the front of the room and sometimes in the middle. The layout of your stage can also vary by theme and specific needs (lectures, panels, etc.).
· Control booth: To create the best possible conditions for your lighting and sound operators, the control booth should be set up facing the stage. However, it’s usually not a problem for the video control booth to be set up behind the stage. It’s important to reserve adequate space for the equipment being used. Only your audiovisual service provider can tell you exactly how much space will be required, and recommend a corresponding room layout.
· Lighting and sound: When lighting and sound systems are set up on decks or directly on the floor, they reduce the available space. If your budget allows, have this equipment installed on the ceiling instead to maximize floor space for your participants.
· Projections: First of all, it’s absolutely essential to evaluate the type of equipment you’ll be using. Will you have a front or rear projection screen? An on-stage or hanging LED wall? A customized standing projection screen? How many of each? This will have a significant effect on the amount of floor space you’ll need for the event.
· Case storage: It’s so easy to forget this part! Once the technical team has finished setting up the equipment, the empty cases will need to be stored on-site. You’ll need to provide a large enough storage space, ideally in the room itself or another room nearby.
3. Evaluating the Actual Capacity
To determine the true capacity of your event space with all audiovisual equipment taken into account, it’s crucial to conduct a precise evaluation and create a seating plan drawn to scale. Here are a few tips:
· Preliminary visit: Always visit the room before finalizing your reservation. If possible, have your audiovisual service provider accompany you. Their expertise will help you evaluate your needs on-site, and they can provide an informed opinion.
· Consult with your service providers: Work closely with your audiovisual technicians to determine your specific needs in terms of space, taking into account the various layout options.
· Plan for extra space: Base your calculations on a smaller capacity than the theoretical room capacity, to ensure optimal comfort for your participants.
When it comes to your event, always strive for a 360-degree perspective, and consult with your service providers from the beginning. They can help you make the best possible use of your space and avoid any surprises or unwanted design changes down the road.
