How Much Space Do I Need for a Business Meeting?

RSVP

Always ask meeting guests to RSVP so that you know how many guests to expect. Choose two locations that work for the entire group and one that works for a much smaller group, if needed. Set the RSVP date several business days before the meeting so that you have time to arrange an alternate location if needed. Keep track of the names and mobile numbers of each person who RSVPs in case you need to contact them right before the meeting begins.

Meeting spaces should support the activities that will take place in the meeting. You may need more space to give a product demo or run a PowerPoint presentation on a screen. Ask each invited guest for information on his or her participation in the meeting. Attempting to make last-minute changes to the space to accommodate last-minute presentation needs reflects poorly on your planning and may decrease the seating space.

Large conference rooms or auditoriums with few meeting participants can also be a distraction for guests. Some guests will speak loud and clear while others may mumble when they talk. For this reason, avoid too much dead space between guests. Ensure your meeting space is small enough so that each person is within a few feet of another person. Documents can easily be exchanged and reviewed at this distance.

Make space accommodations for food when planning a meeting. If you hire a caterer, ask what equipment they will bring before deciding on your location. Alternatively, if your meeting location is already established, you may need to invite them for a walk-through so that you can set the space limitations. Many caterers can make arrangements in advance on how food or beverages are presented if they have a clear understanding of the space and resources. In extremely tight spaces, a food and beverage attendant might be helpful in maximizing the area as it allows you to keep all food and drinks outside the meeting space.