Must-Have Event Formulas

Planning an event? Here are some MUST-HAVE event formulas from functional room set-ups to food and beverage formulas that will help you plan the perfect event!

I. Function Room Setups

Reception

• 9-10 sq. ft. per person (standard bar/hors d’oeuvres)
• Rule of Thumb:  10 feet

Theatre

• Number of Guests = Area of Function Room (in square feet) ÷ 7 
• Less than 60 people = 12-13 sq. ft. per person
• 60-300 people = 11-12 sq. ft. per person
• 300+ people = 10-11 sq. ft. per person
• Rule of Thumb:  10 feet

Theatre Notes:

• Allow at least 24 inches of space between rows
• If room is rectangular, set presenter to the long side
• First row no closer than 2x screen height (2×8 rule)
• Center section of seating no more than 14 chairs
• 2 side aisles should be at least 4 feet wide

Classroom

• Number of Guests = Area of Function Room (in square feet) ÷ 10 
• General = 17-22 sq. ft. per person (18″ tables – add 1 sq. ft. per person for 30″)
• Less than 60 people = 22-23 sq. ft. per person
• 60-300 people = 20-21 sq. ft. per person
• 300+ people = 17-18 sq. ft. per person
• Allow 3.5′ between rows
• Rule of Thumb:  20 feet

Conference

• Number of Guests = Area of Function Room (in square feet) ÷ 12 
• 2-3 feet of table length per person

Banquet

• Number of Guests = Area of Function Room (in square feet) ÷ 8 
• 60 inch = 8-9 people (12.5-13.5 sq. ft. per person)
• 66 inch = 9-10 people (12.5-13.5 sq. ft. per person)
• 72 inch = 10-11 people (12.5-13.5 sq. ft. per person)
• Rule of Thumb:  13 feet

U-Shape

• Number of Guests = Area of Function Room (in square feet) ÷ 15 

Platforms (a.k.a. Risers)

• Can be 6, 12, 16, 24 or 32 inches high
• Usually, 4×8 or 6×8 dimensions 

General Function Room Set-Up Notes

• All schoolroom and banquet tables are 30″ high
• Rectangular tables that are 6 or 8 feet long by 30″ wide are used for U-Shape, Conference, etc.
• Rectangular tables that are 6 or 8 feet long by 18″ wide are used for schoolroom set-ups

II. Contracts and Registration

• Standard Comp. Room formula = 1 per 40-45 
• One (1) registration personnel per 100 attendees

III. Exhibits

Square Footage

• Apply 2x rule to determine total sq. ft. needed (two times total square feet of exhibit space)
• 10×10 = 100 sq. ft. per booth
• 8×10 = 80 sq. ft. per booth
• Net square feet (needed for booths) x 2 (for aisles) = total sq. ft. needed for booth and aisles + square footage for ancillary services = total square footage needed

Standard (In-Line) Booth

• 10′ deep by 10′ long or 8′ deep by 10′ long
• Faces one aisle
• 8′ 3″ maximum back wall height

Perimeter (Wall) Booth

• 10′ deep by 10′ long or 8′ deep by 10′ long
• Faces one aisle
• 12′ maximum back wall height

Peninsula Booth

• Minimum of two standard booths, usually 4 or more
• Faces three aisles
• Usually 16′ maximum wall height but depends on show rules

Island Booth

• Bordered on all four sides by aisles
• Faces four aisles
• Usually 16′ maximum wall height but depends on show rules
• Rule of Thumb:  20’x20′ (40 sq. ft.)

Exhibit Lighting

• 70-110 foot candles to light an exhibit hall

Floor Load

• 300 pounds per sq. ft. on ground floors
• 50 pounds per sq. ft. on upper floors

IV. Budgeting

BEU = Break Even Units = Number of Attendees
BEP = Break Even Price = Cost Per Attendee
VC = Variable Costs
TFC = Total Fixed Costs
CF = Contribution Margin (Registration Fee-VC)

ROI = (Gross Revenue − Gross Expenses) ÷ Gross Expenses × 100

BEU = TFC ÷ CF

BEP = (TFC ÷ # of people) + VC Per Person

TFC = # Attendees × $ Per Attendee

** To make a dollar profit, add the desired profit dollar amount to the TFC in the above equation.
*** To make a percentage profit, add $ per attendee to VC and multiply by desired percentage profit

V.  Audio Visual

Formula One – First row of seats and last row of seats (2×8 rule)

• No one should be seated closer than 2x screen height
• No one should be seated farther than 8x screen height

Formula Two – Minimum Ceiling Height

• Screen height + 4 or 5 feet (minimum distance floor to screen bottom)
• Rule of Thumb:  5 feet

Formula Three – Screen Width

• Overhead = 1:1 (8×8, 10×10)
• Multi Image = 1:3 (6×18, 8×24, 10×30)
• Slide = 2:3 (6×9, 8×12, 10×15)
• Video = 3:4 (6×8, 9×12, 10.5×14)

VI.  Americans with Disabilities (ADA) Compliance

General

• Hallways and Corridors = 36″ clearance and occasional spaces for turning/passes

Hotel Rooms

• At least 2% barrier free; at least 1% of these having roll-in showers
• Doors and hallways inside rooms have 32″ clear openings
• 32″ clearance on at least one side of the bed
• Sink mounted at least 29″ above floor with toe clearance under drainpipe
• Toilets no higher than 29″

Meeting Rooms

• Doors have at least 32″ clearance

Entrances, Corridors, Stairs

• Approaches to building entrances at least 5′ wide
• Single door entrances minimum of 32″ wide.
• Double door entrances minimum of 48″ wide

Elevators

• Doors have 32″ wide clearance
• Space no greater than 1.25″ between the floor and platform

Restaurants and Lounges

• Self-service counters no more than 34″ high
• Aisle for buffets 36″ wide

Public Restrooms

• Flush controls no more than 44″ from floor

Parking

• Designated parking space within 200′ of building
• One designated space per 25 total spaces

Ramps, Curbs and Walks

• Slope of all ramps is 1″ of rise to every 12″ of run
• Ramps have 5′ wide level landing at top and bottom

ADA Budget

• 5-7 percent of overall accommodations budget

VII.  Food and Beverage

Continental Breakfast

• One attendant and separate buffet table per 100 attendees
• Breakpoint for second buffet = 120 attendees
• Usually run 30 minutes to one hour

Full Breakfast Buffet

• Usually runs about one hour

Refreshment Breaks

• 30 minutes = minimum amount of time
• One attendant per 100 attendees
• Morning = 65% Hot/35% Cold
• Afternoon = 35% Hot/65% Cold
• 50-75% regular soft drinks
• 25% diet soft drinks
• Coffee = 20 cups per gallon
• Coffee = 60% regular/40% decaf

Luncheons

• Typical time = 1 hour 15 minutes to serve
• Schedule 90 minutes

Banquets

• Two hours per dinner service
• Three bottles of wine per table of 8 (2 white and 1 red)
• 1/2 bottle per person + 10% buffer
• Every 10 bottles white=two red (opposite for red meat)
• Wine Stewards = 1 for every 5 tables
• Servers = 1 per 20 people (optimal), 1 per 32 (standard), 1 per 16 for upscale or with wine service
• Rule of Thumb:  1 per 20

Receptions

• One attendant per 50 guests
• One bartender per 100 people if arriving in intervals
• One bartender per 50 people if arriving as a group
• Immediately following meeting – food consumption is less
• Less food/more drinks if reception is prior to dinner

Type of Reception	Type of Eaters	# Hors d’Oeuvres per person
2 hours or less (dinner following)	Light	3-4 pieces
	Moderate	5-7 pieces
	Heavy	8+ pieces
2 hours or less (no dinner)	Light	6-8 pieces
	Moderate	10-12 pieces
	Heavy	12+ pieces
2-3 hours (no dinner)	Light	8-10 pieces
	Moderate	10-12 pieces
	Heavy	16+ pieces

Beverages

• 21-25 drinks per bottle of liquor
• 32 ounces to a quart
• 50/50 soft/hard liquor consumption
• Wine consumption = 3 glasses during a 2 hour reception
• Women consume more wine than liquor
• Cash bar will consume less than host bar
• Cash Bar – before lunch – 30% will have 1 drink
• Cash Bar – after meeting – 50% will stay and have 1.5 drinks (1 hour reception)
• Hosted Bar – Cocktail Hour – 80% will stay and have 2-2.5 drinks in 1 hour
• Hosted Bar – Cocktail Hour – 80% will stay and have 3-3.5 drinks in 1 1/2 hours

Source: Pam Soules, CMP Director of Events, Mid-States Distributing

Sources: Pam Soules, CMP Director of Events, Mid-States Distributing; Jill Tichy, Director of Events Management, Ewald Consulting