Standing vs seated
Venues usually give a standing figure and a seated one. The standing figure is always higher, because tables and chairs take up space. If your guests will want to sit and eat, plan around the seated figure, not the headline number.
Rule-of-thumb space per person
| Layout | Space per person | Good for |
|---|---|---|
| Standing reception | About 0.75 m² | Drinks parties, birthdays, engagement parties |
| Rows of chairs (theatre) | About 1 m² | Speeches, presentations |
| Round dinner tables (banquet) | About 1.5 m² | Sit-down meals, anniversaries, weddings |
These are planning guides, not legal limits. Bars, buffet tables, DJ booths and dance floors all eat into the space, so knock the number down if you're adding them.
A worked example
A room of 15 by 10 metres is 150 m². Standing, that's roughly 200 people. In rows of chairs, about 150. At round tables, about 100, before you add a buffet or dance floor. The Finger Post in Stockport publishes almost exactly those numbers for its 15 by 10 metre room: 200 for dancing, 150 theatre-style and 60 for dining, which shows how much a full sit-down meal with service room cuts capacity.
Leave some room
A room at its full listed capacity feels packed. For a comfortable party, choose a room whose capacity is 10 to 20% above your guest list, especially if you want a dance floor or a buffet people can get to.
Minimum numbers count too
Some rooms have a minimum as well as a maximum. Summat to Ate in Wigan, for example, asks for at least 100 catered guests in its bigger room and 50 in its smaller one. A big room that's half-empty can feel flat, so smaller can be better.
The legal maximum
Every venue has a safe maximum occupancy, set by its fire risk assessment. The venue has to keep to it, so if a listing and the venue disagree, go with what the venue tells you.
Sources: Gala Tent: capacity guide
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