One of the most common errors made by event planners regarding conference rooms is the choice of size and often this can be sorted prior to signing a contract.
Layouts Change Capacity Dramatically
A room that can hold 300 delegates in a theatre style will hold approximately 150-170 in cabaret style, 40-50 in a boardroom style and 80-100 in a classroom style.
Use a Simple Per-Person Rule
The use of square meters per delegate is also very relevant when comparing prices of hotels and holiday accommodation and how VAT applies. For room hire that does not include catering the rate of VAT is 5% however if catering is included then VAT is charged at 20%.
Match the Room to Your Event Type
The type of event will also dictate the size of room you need. For example, a presentation would need delegates to be able to see a screen, a workshop would require space for delegates to move around and potentially some breakout areas. A hybrid event would require some consideration to ensure that delegates are in camera sight.
Book Slightly Larger Than You Think You Need
It’s also wise to book a venue that’s slightly larger than you need in case numbers increase late in the planning. The additional space will also come in handy for any extra equipment or a change of use for the room.
Read the Capacity Chart Carefully
It’s also worth noting that Venue capacity charts will typically state the maximum number of guests for each conference style and this will be based on ideal circumstances. So for example the capacity for a conference with AV may be different to that of a conference without. Also consider any fixed items within the room such as top tables, buffet stations etc. and how these will affect the total floor area of the room.
If you want Tewkesbury Hotel Conference Rooms, https://tewkesburypark.co.uk/hotel-conference-rooms is a good place to start.
Getting the size right the first time saves a lot of hassle later.