Venue Capacity Calculator UK: Room Capacity by Layout
Venue Capacity Calculator: room capacity by layout
Use this calculator to estimate room capacity for UK events. Enter a room size to see how many guests fit in each layout, or enter your guest numbers to see how big a room you need. The calculator works in metres, and you can switch to feet.
These are planning estimates. They show what is comfortable for each layout. The venue’s own stated capacity and its fire risk assessment set the legal limit, and that limit may be lower than the numbers here. The number and width of exits, the furniture, pillars and the shape of the room all change how many people a room can hold. Ask the venue to confirm capacity for your layout before you commit to guest numbers. This calculator is a planning aid. It is not fire safety or legal advice.
Space per person by layout
The calculator uses the figures below. “Comfortable” leaves room for aisles, service and moving around. “Tight” is close to the smallest space that the event planning guides listed below suggest, so it gives the highest planning number.
| Layout | Comfortable, per person | Tight, per person |
|---|---|---|
| TheatreRows of chairs facing the front, no tables | 1.0 m²11 sq ft | 0.6 m²6 sq ft |
| Standing receptionGuests standing with drinks, a few poseur tables | 1.0 m²11 sq ft | 0.6 m²6 sq ft |
| BanquetRound tables of 8 to 10, fully seated | 1.5 m²16 sq ft | 1.0 m²11 sq ft |
| Dinner-danceRound tables of 8 to 10 plus a dance floor | 1.8 m²19 sq ft | 1.3 m²14 sq ft |
| CabaretHalf rounds, with guests seated on one side facing the front | 2.0 m²22 sq ft | 1.5 m²16 sq ft |
| ClassroomRows of desks and chairs facing the front | 1.9 m²20 sq ft | 1.4 m²15 sq ft |
| U-shapeTables in a U with chairs around the outside | 3.5 m²38 sq ft | 2.5 m²27 sq ft |
| BoardroomOne large table with chairs all round | 3.5 m²38 sq ft | 2.5 m²27 sq ft |
Where the figures come from
- Theatre: the tight figure of 0.6 m² sits within the 6 to 8 sq ft (about 0.56 to 0.74 m²) per person that Social Tables and CalcPro give for rows of chairs. Jaarbeurs gives about 0.5 m². The comfortable figure of 1.0 m² is close to the Royal Society’s published theatre capacities.
- Standing reception: the comfortable figure of 1.0 m² is Jaarbeurs’ figure for standing guests. The tight figure of 0.6 m² is close to the 6 sq ft per person that Social Tables gives for a standing crowd.
- Banquet: the tight figure of 1.0 m² matches the 11 to 12 sq ft per person that Social Tables gives for round tables. The comfortable figure of 1.5 m² is our estimate, in line with the Royal Society’s published dinner capacities.
- Dinner-dance: our estimate. No guide gives this figure directly. It is the banquet figure plus 0.3 m² per guest for a dance floor. Villanova’s seating formulas allow 2 to 3 sq ft (about 0.2 to 0.3 m²) of dance floor per guest, depending on how many dance at once.
- Cabaret: Jaarbeurs gives 1.5 to 2 m² per person for guests seated at tables.
- Classroom: Social Tables gives 14 to 18 sq ft (about 1.3 to 1.7 m²) per person at desks, and CalcPro gives 18 to 20 sq ft (about 1.7 to 1.9 m²).
- U-shape: Jaarbeurs gives about 2.5 m² per person. Social Tables gives 35 to 40 sq ft (about 3.3 to 3.7 m²) for a hollow square.
- Boardroom: Social Tables gives 30 to 40 sq ft (about 2.8 to 3.7 m²) per person at a conference table, and CalcPro gives 25 to 30 sq ft (about 2.3 to 2.8 m²).
UK fire safety guidance uses separate floor space factors to work out how many people could occupy a space. Approved Document B gives 0.5 m² per person for assembly halls, dance floors and bar areas without seating, 0.3 m² for standing spectator areas and the area within 2 m of a bar, and 1.0 m² for dining rooms and restaurants. Every tight figure in this calculator allows at least as much space per person as the matching factor. The exits must also be able to cope with the number of people, which is why the venue’s own limit can be lower.
Sources
- Nottinghamshire Fire and Rescue Service: occupancy calculations (floor space factors from Approved Document B, Table D1) (opens in a new tab)
- Staffordshire Fire and Rescue Service: procedure for calculating the maximum occupancy capacity in licensed premises (opens in a new tab)
- GOV.UK: Fire safety risk assessment, small and medium places of assembly (opens in a new tab)
- Jaarbeurs: number of persons per square metre at an event (opens in a new tab)
- Social Tables: calculate event capacity correctly (opens in a new tab)
- CalcPro: venue capacity by square footage (opens in a new tab)
- Villanova University conference services: seating formulas (dance floor allowances) (opens in a new tab)
Venue capacity questions
How do you calculate venue capacity?
Measure the usable floor area, then divide it by the space each person needs in your layout. Usable area is length multiplied by width, minus anything guests cannot occupy, such as a stage, bar or buffet. For example, a room 15 m by 10 m has 150 m² of floor. In theatre layout at 1.0 m² per person it seats 150 people comfortably. At 0.6 m² per person it seats up to 250. This gives a planning estimate. The venue's stated capacity and its fire risk assessment set the legal limit, and that limit can be lower.
How do you calculate how many people can fit in a room?
Multiply the room's length by its width to get the area. Take off the space used by furniture and fixed features. Divide what is left by the space per person for your layout. For example, a room 12 m by 8 m is 96 m². A bar that takes 10 m² leaves 86 m². For a standing reception at 1.0 m² per person that is 86 guests in comfort, or up to 143 at 0.6 m² per person. For a banquet on round tables at 1.5 m² per person it is 57 guests, or up to 86 at 1.0 m² per person.
How many square metres per person?
It depends on the layout. As a planning guide, allow 0.6 to 1.0 m² per person for theatre seating or a standing reception. Allow 1.0 to 1.5 m² for a banquet on round tables, and 1.3 to 1.8 m² for a dinner-dance. Allow 1.5 to 2.0 m² for cabaret, and 1.4 to 1.9 m² for classroom. Allow 2.5 to 3.5 m² for a boardroom or U-shape. The lower figure in each range is a tight fit and the higher figure is comfortable.
How much space do 100 people need?
For 100 people, allow 60 to 100 m² for theatre seating or a standing reception. A banquet on round tables needs 100 to 150 m². A dinner-dance needs 130 to 180 m². Classroom needs 140 to 190 m², and cabaret needs 150 to 200 m². In square feet, that runs from about 650 sq ft for a tight theatre layout to about 2,150 sq ft for comfortable cabaret. Boardroom and U-shape layouts are not practical for 100 people, because everyone sits at one table.
How many people can fit in 200 sqm?
A clear 200 m² room fits 200 to 333 people in theatre layout or at a standing reception. It fits 133 to 200 for a banquet on round tables, and 111 to 153 for a dinner-dance. It fits 100 to 133 in cabaret layout and 105 to 142 in classroom layout. A U-shape or boardroom layout fits 57 to 80 by floor area, although a single table for that many people is rarely practical. The first number in each pair is comfortable and the second is a tight fit. A stage, bar or dance floor reduces these numbers.
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How to use the venue capacity calculator
Enter the room size to see how many guests fit in each layout, or enter your guest numbers to see the room size you need. The results are planning estimates.
Once you know how many guests a room holds, you can browse venues on venues.org.uk.