One of the most common venue-booking mistakes is matching guest count to a hall's maximum capacity — which almost always looks overcrowded once tables, a dance floor, and a stage are factored in.
A good rule of thumb for a seated, banquet-style event: plan on roughly 1 to 1.2 square meters per guest, more if you're including a stage, buffet stations, or a dance floor.
For cocktail-style or standing receptions, you can fit more guests per square meter since you're not accounting for chairs and full table settings — closer to 0.6 to 0.8 square meters per person.
When browsing listings, use the capacity range as your real guide rather than the stated maximum — a venue listed at '100–300 guests' will feel most comfortable somewhere in the middle of that range for a seated event.
Always ask whether a venue's listed capacity already accounts for a stage, photobooth, or buffet line — some listings quote capacity based on an empty room, which can be misleading once your full setup is in place.