Conference Room Space – Cost Calculator

This tool helps you calculate the optimal conference room size needed based on the number of attendees.

How to Use the Conference Room Space Calculator

This calculator estimates the total heat load for a conference room based on its dimensions, number of people, their activity level, and equipment heat load. Follow the steps below to use the calculator:

  1. Enter the length, width, and height of the conference room in meters.
  2. Enter the number of occupants expected in the room.
  3. Select the activity level of the occupants (Low, Medium, or High).
  4. Enter the total heat load of any equipment inside the room in watts.
  5. Click the ‘Calculate’ button to get the estimated total heat load.

How It Calculates

The total heat load is calculated using the following parameters:

  • Room Volume: Length x Width x Height (in cubic meters).
  • Heat load per cubic meter: Estimated at 5 watts per cubic meter.
  • Heat load per person: Varies by activity level (Low: 50W, Medium: 75W, High: 100W).
  • Equipment Heat Load: User-provided in watts.

The total heat load is the sum of the room’s heat load based on its volume, the heat load generated by the occupants, and the heat load generated by the equipment.


While this calculator provides a good estimate, it does not account for factors such as:

  • Heat load from lighting.
  • Heat transfer through walls, windows, and doors.
  • Ventilation and air conditioning effectiveness.

Therefore, it’s recommended to use this as a guideline and consult an HVAC professional for precise calculations.

Use Cases for This Calculator

Use Case 1: Check Availability

As a user, you can input a date and time to check the availability of a conference room space. The system will display if the room is free or booked, helping you plan your meetings efficiently.

Use Case 2: Reserve a Room

You can select an available time slot on a desired date and book a conference room for your meeting. The system will confirm your reservation, ensuring that the space is secured for your use.

Use Case 3: Cancel Reservation

If your meeting gets rescheduled or canceled, you have the option to easily cancel your room reservation. This opens up the space for other users, promoting effective resource management.

Use Case 4: Extend Booking

If your meeting runs longer than anticipated, you can extend your booking directly from the system. This prevents any scheduling conflicts and ensures that you have the room for the required duration.

Use Case 5: Room Details

Access detailed information about each conference room, including capacity, equipment availability, and layout. This helps you choose the most suitable space for your specific meeting requirements.

Use Case 6: Set Reminders

Set up automatic reminders for your room bookings to avoid missing any scheduled meetings. Receive notifications via email or text to stay on top of your conference room reservations.

Use Case 7: Room Configurations

Explore different room setup options such as boardroom, theater, or classroom style. Visualize how the seating arrangements will look to plan your meeting layout effectively.

Use Case 8: Request Additional Services

If you need additional services like catering or AV equipment, you can submit a request along with your room booking. This streamlines the process of arranging all necessary amenities for your meeting.

Use Case 9: Feedback Submission

Provide feedback on your conference room experience to help improve future bookings. Share comments on room cleanliness, facilities, and overall satisfaction to enhance user experiences.

Use Case 10: Integration with Calendar

Sync your room reservations with your calendar to have all your meetings in one place. This integration ensures that you stay organized and never miss any scheduled conference room bookings.

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