Meeting Room Calculator

About the Meeting Room Calculator

Many workplace environments have a mismatch between the meeting room size and the number of people in meetings. 

Meeting room utilisation data for knowledge workers/professionals has long indicated that in practice, most meetings have 4 or fewer participants. Office space dedicated to larger meeting rooms is often wasted, with large meeting rooms occupied by just 2 or 3 people.  

This calculator uses data by CBRE* regarding typical meeting sizes among professional/knowledge workers, and is intended to provoke further investigation, not provide a definitive recommendation. 

*Space Utilisation, The Next Frontier. This report is based on roughly 63k employees across 77 organisations in 14 countries from 2012 to 2015, covering various professional / knowledge worker industries including Business Services, Government, Legal, Telecommunications etc. The report appears to be unique in its kind in taking the sum total of meetings and breaking these down into % by number of participants. The obvious question is how the increase in working from home in the 2020s has impacted the pattern. It would hardly be speculative to suggest meeting sizes are even smaller, with a surge of 1 person virtual meetings and a general “dilution” of previously large meetings as the proportion of virtual participants increases. As of March, 2025 clear data is not available to definitively quantify this effect.