Meeting Room Capacity Planning Calculator Guide for Hotels

Capacity mistakes create the most expensive type of rework: last-minute layout changes.

Capacity planning inputs you need

• Room dimensions and fixed obstructions
• Setup style (theater, classroom, rounds, U-shape)
• AV footprint and staging needs
• Service lane and accessibility requirements

The calculator logic (simple version)

1. Start with gross square footage.
2. Subtract non-usable space (pillars, service paths, staging).
3. Apply setup-style density assumptions.
4. Add operational safety buffer (typically 10-15%).

Common planning mistakes

• Using max fire-code capacity for comfort-sensitive events
• Ignoring service and circulation lanes
• Forgetting AV/staging footprint in final counts

Recommended workflow

• Pre-calc capacity options before proposal
• Review final layout with operations
• Attach approved diagram to final BEO

Use Space Designer to lock layouts earlier and reduce day-of changes.

Related reads

• Meeting room layout software guide
• Event planning timeline template
• Banquet event order checklist