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The Right Space - Calculating For Your Event

You’ve just booked a meeting or event venue you’re confident will accommodate all your guests. But after the dance floor goes down and the buffet tables go up, the room suddenly seems about as big as a walk-in closet. What happened to all that cavernous space? Get the scoop on how to calculate the right amount of space so next time you are planning an event, your guests aren’t forced to unintentionally do the two-step together.

Number of Guests, Space Dimensions & Type of Event all Play a Role

While the number of guests expected at your event is an important consideration, it is not the only thing to be considered. What is the dimension of the space? What type of event are you hosting? What vision does the meeting or event planner have for the event? Often, planners forget that a stage takes up a big footprint. So, if you have a space that’s 40x100’ and put down a 20 foot stage, you’re actually losing 20x40’ of space because the sides of the stage are generally not used for seating. A buffet line also takes up a large footprint. A planner needs to consider guest comfort and ease of placement, any seating around it, as well as traffic flow around the tables. If you need an area for photos, that’s also a consideration along with event registration. An area for any kind of display should also be considered as well. All these factors will determine the space you’ll need to accomplish your objectives.

Will the Layout of the Event Space Work for My Event

The general layout of the room must be considered. Where are restrooms located in relation to the main event? Is there a safety plan in place and a clearly marked exit? What is the traffic flow of my event getting guests from point A to point B? How and where is food cooked, delivered, and served? Are there special permits that will need to be obtained? All these things need to be reflected when determining whether or not the event space will work for the meeting or event.

Don’t Forget to Factor in Event Space Flexibility and Ease of Event Rental Load In / Out

When does equipment go in and when does it come out? Does the planner need to be present at the venue when equipment is delivered? It’s important to know in/out times for pickup and delivery. An event may start on a Friday evening, but the venue may actually allow equipment to go in Thursday night and not need to have it taken out until Monday morning. This information can help vendors from a delivery standpoint. If they’ve got 200 functions they’re servicing over a weekend, they want to be able to prioritize deliveries. If your event starts at 2pm and the one across town starts at 3, they’ll make sure your equipment delivery is at the top of the list.

Casey Romano, Publisher | meetingpages | casey@meetingpages.com

Creator of digital platform meetingpages complete event planning directory and resource delivering leads and national, regional and local exposure for event venues, suppliers and destinations in MN, WI, IA & CO markets. In her free time, this 19 year industry veteran enjoys dance, group fitness, and training her young golden retriever dog in competition obedience and confirmation.