A public meeting room can host a small workshop in the morning and a full training session later. Wireless planning needs a description of those different uses, rather than a single estimate based on the room's ordinary appearance.
Describe the busy session
Ask the room owner about expected attendance, device types, and the tasks people perform at the same time. Include presenters, staff, and any equipment that also uses the network. Record the seating arrangements used for large sessions. Have the wireless team evaluate the requirements and site conditions instead of translating a headcount directly into a fixed equipment quantity.
Validate the intended experience
Agree on representative activities for review, such as opening training materials and participating in an approved online session. Record the test conditions so the result is not mistaken for a promise covering every possible event. Keep the room's scheduling owner informed when a planned event differs substantially from the original requirements. A changed use may justify a new technical review.
Practical takeaway
Give the design team examples of the room at its busiest and most varied. Those scenarios explain the need more clearly than simply asking for strong Wi-Fi.