# How to Calculate Venue Capacity

Canonical: https://paddl-ai.co/how-to/how-to-calculate-venue-capacity

Step-by-step guide to calculating safe venue capacity: floor area, exit widths, evacuation time, and per-layout profiles for venues that flex between configurations.

Time: PT2H

Venue capacity is set by two overlapping frameworks: fire safety law (the Regulatory Reform (Fire Safety) Order 2005) and licensing law (the Licensing Act 2003). The fire risk assessment sets the maximum occupancy for safe evacuation. The premises licence sets capacity through layout plans and conditions. Where they differ, the lower figure governs. Calculating capacity correctly protects the venue at fire safety inspection and at licensing review.

## Steps

1. **Measure the floor area** For each licensable area, measure the available floor space (excluding fixed furniture, bar service area, stage, and back-of-house). Use a tape measure or laser, not assumed dimensions from the lease plan.
2. **Identify all available exits** List every exit available for evacuation: front door, fire exits, alternative routes. Note the width of each (the narrowest point determines effective width).
3. **Apply exit width per person** The standard for level escape is 5mm of effective exit width per person (10mm per person for stairs). Total effective exit width divided by 5mm gives the maximum number of people who can evacuate via those exits within the safe time. Use 10mm for stairs.
4. **Cross-check with floor area density** For standing-only areas (dance floor): 1 person per 0.3 to 0.5 square metres. For seated dining: 1 per square metre. For mixed: split the floor area by zone and apply the relevant density. The lower of (exit-width capacity, floor-area capacity) is the safe capacity.
5. **Compare with licensed capacity** Read the premises licence and layout plans. If the licence specifies a capacity figure, compare with the fire safety figure. Where they differ, the lower governs operationally.
6. **Document per-layout profiles** Many venues operate seated, standing, and mixed configurations. Each has different effective capacity. Document each layout with floor area, exit availability, and resulting capacity. Activate the right profile per session.
7. **Engage a fire safety consultant for complex venues** For venues over 1,000 capacity or with non-standard layouts (mezzanines, multiple floors, complex evacuation routes), engage a qualified fire safety consultant. The cost is small relative to the consequences of getting capacity wrong.

## Tips

- Capacity figures are often cited in operating schedules; ensure your fire risk assessment matches.
- Photograph the layout when you produce the figure. Photographs evidence the layout in force at the time.
- Update the fire risk assessment whenever the layout changes (a new bar position, a removed seating area). Stale assessments fail at inspection.

## Common mistakes

- **Counting only the licensed capacity** Fire safety capacity may be lower than licensed capacity. The lower figure governs operationally.
- **Single capacity figure for multiple layouts** Per-layout profiles are critical for venues that flex between seated and standing.
- **Ignoring fire risk assessment review** Layout changes invalidate the previous assessment. Update at every material change.

## Questions

**Who is responsible for the fire risk assessment?**

The "responsible person" under the Regulatory Reform (Fire Safety) Order 2005, typically the venue's owner or operator. The assessment can be delegated to a competent consultant but accountability stays with the responsible person.

**How often should the fire risk assessment be reviewed?**

At least annually, after any material change (layout, occupancy, exits), and after any incident. Most venues build it into the annual operations calendar.

**What happens if I exceed capacity?**

Exceeding capacity is a fire safety offence under the 2005 Order and a breach of the premises licence. Consequences range from informal action through to enforcement notices, prosecution, licensing review, and in serious cases venue closure.