Source: Robin Roth, Senior Contracts Editor
E-Specs: December 7, 2004

Have you ever stood in a meeting room with the hotel's brochure in hand, nervously realizing that there's no way 200 people are going to fit in that room? Squeezing attendees into space that SHOULD work but doesn't can be avoided if you independently check the calculations for capacity; each attendee should have an unobstructed view of the screen or speaker, easy access to a seat and sufficient elbow room.

When negotiating the contract, include protections for your meeting space. Always have an agenda with a column for either the room name or the minimum square feet required (see below). Usually, the contract will state that the hotel can unilaterally change the contracted space as long as the group is notified, but this should be changed to read that no changes can be made without the group's consent. The function space should be considered a material term of the contract. I.e., if the hotel changes the contracted room assignment or required specifications, the hotel will technically be in breach of contract. On the other hand, do consider the needs of the hotel.

Hotels place a high value on meeting space and if you find that space can be released or should be changed, the hotel should be notified as soon as possible. State clearly in the contract that there will be no meeting room rental charges other than those specified. Indicate when the final agenda is due, usually six months out. The exact start and end times should be stated for 24-hour holds. Often, releasing space for hotels to sell for local evening functions is a way of increasing the value or partnering with the hotel.

The best way to ensure that a given meeting room can accommodate your needs is to figure out how many square feet are required per person for your seating style. The following formulas can be used to calculate the minimum square feet required per person for theater-, classroom-, or banquet-style seating.

Minimum Square Feet Required

Theater-style

• 0-60 People - 12 sq. ft./person
• 61-300 People - 11 sq. ft./person
• 301+ People - 10 sq. ft./person

Classroom-style

• 0-60 People - 22 sq. ft./person
• 61-300 People - 20 sq. ft./person
• 301+ People - 17 sq. ft./person

Rounds

• 0-60 People - 13.5 sq. ft./person
• 61-300 People - 13.5 sq. ft./person
• 301+ People - 13.5 sq. ft./person

For a more detailed description of meeting room requirements and formulas, see the pdf: Chapter 7 of the Conferon Guide to Meeting Management.

(Note: This information is not intended to be "legal advice." A qualified attorney should be consulted to review all contract issues.)