Rooms and agendas
Meeting room capacity and sample seminar agendas
As a general guide, allow 1 to 1.2 m² per person theatre style, around 2 m² classroom or cabaret style, 2.5 to 4 m² for a U-shape and 0.8 to 1 m² for a standing reception. Also check the ceiling height, daylight and, for workshops, the breakout rooms.
In short
- Floor space per person depends first on the layout.
- A standing reception needs less space than a U-shape.
- Breakout rooms for workshops in small groups.
- Two sample agendas, for one day and for two days.
Floor space per person by layout
Rules of thumb to estimate the capacity of a room. The capacity the venue gives for each layout remains the reference.
| Layout | Space per person | In a 100 m² room | Typical use |
|---|---|---|---|
| Theatre | 1 to 1.2 m² | 80 to 100 people | Plenary, conference, presentation to the whole group |
| Classroom | 1.8 to 2.2 m² | 45 to 55 people | Training, note-taking, laptop work |
| U-shape | 2.5 to 4 m² | 25 to 40 people | Working meeting where everyone sees each other |
| Cabaret or clusters | 2 to 2.5 m² | 40 to 50 people | Presentations alternating with group work |
| Banquet | 1.5 to 2 m² | 50 to 65 people | Seated lunch or dinner at round tables |
| Reception | 0.8 to 1 m² | 100 to 125 people | Welcome, break or standing evening event |
Beyond floor space
Four points to check before choosing a room, in addition to its capacity.
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Ceiling height
A high enough ceiling allows a large screen that can be read from the back of the room and avoids a cramped feeling over a full day.
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Daylight
Natural light helps people stay focused. Check that the room can also be blacked out for projections.
-
Breakout rooms
For workshops, plan in general one room for 8 to 12 participants, close to the plenary room to limit moving around.
-
Break and dining areas
A separate area for breaks and lunch avoids resetting the room and keeps it ready for the next session.
Sample agenda for a day meeting
Indicative times, with the suggested layout for each session.
| Time | Session | Layout | Content |
|---|---|---|---|
| 8:30 am | Welcome | Standing, break area | Coffee, badges and seating of participants. |
| 9:00 am | Plenary | Theatre or classroom | Opening, objectives of the day and talks. |
| 10:45 am | Workshops | Clusters in breakout rooms | Small-group work after the morning break. |
| 12:30 pm | Lunch | Banquet or buffet | Meal in a space separate from the meeting room. |
| 2:00 pm | Workshops or activity | Cabaret or outdoors | Further work or a team activity, then a break. |
| 4:30 pm | Feedback and close | Theatre | Summary of the workshops and next steps, ending around 5:30 pm. |
Sample agenda for a two-day residential seminar
With a night on site, the evening extends the discussions and the second day keeps a full morning.
| Time | Session | Layout | Content |
|---|---|---|---|
| Day 1, 9:30 am | Welcome and plenary | Theatre | Coffee, opening and objectives of the seminar, then lunch. |
| Day 1, 2:00 pm | Workshops | Clusters in breakout rooms | Small-group work, with an afternoon break. |
| Day 1, 5:30 pm | Free time or activity | Outdoors or lounge | Check-in to the rooms, team activity or time to relax. |
| Day 1, 8:00 pm | Dinner | Banquet or reception | Seated dinner or buffet dinner reception to extend the discussions. |
| Day 2, 9:00 am | Workshops and feedback | Cabaret | Further work, then sharing of the results. |
| Day 2, 2:00 pm | Close | Theatre | Decisions and action plan, then departure around 4:00 pm. |
Frequently asked questions
How much space per person should I plan in a meeting room?
As a general guide, 1 to 1.2 m² per person theatre style, 1.8 to 2.2 m² classroom style and 2 to 2.5 m² cabaret style. These figures vary with the stage, the technical area and the furniture.
How many people fit in a 100 m² room?
In general 80 to 100 people theatre style, 45 to 55 classroom style, 40 to 50 cabaret style and 100 to 125 for a standing reception. Ask the venue for the room capacity in the layout you have chosen.
Which layout should I choose for a seminar?
Theatre for a plenary, classroom for training, U-shape for a working meeting in a small group and cabaret to alternate presentations and workshops.
Do I need breakout rooms?
Yes, as soon as the agenda includes workshops. In general, plan one room for 8 to 12 participants, close to the plenary room.
What are the usual times for a day meeting?
In general from 9:00 am to 5:30 pm, with welcome coffee from 8:30 am, a morning and an afternoon break and a lunch of about an hour.
How do I organise a two-day residential seminar?
Plenary and workshops on the first day, free time then dinner in the evening, work and closing session the next day, with departure in mid-afternoon.
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