3 Tried and Tested Campus Space Management Tips for 2026

In our latest Higher Ed virtual panel, hosts Joe Harris and Chris Morett were joined by Max Popken, Data Analyst at Radboud University, for a discussion on data-led campus space management. 

Radboud University is a leading research university in the Netherlands with 25,000 students and 41 buildings on campus. Fewer students coming onto campus had put pressure on faculty teams to justify real estate expenses and reduce them wherever possible. Max shared how his team uses PresenceIQ, HubStar’s occupancy intelligence solution, to overcome this challenge and optimize campus space management processes. 

Here are Max’s three top tips for campus space management in 2026. 

1) Use space utilization data to turn gut feelings into evidence and arguments.

Campus space utilization data collected through Wi-FI signals and people counters revealed that average usage was low across campus and office spaces, peaking on Tuesdays and Thursdays. 

This was something Max’s team had already observed over the years. But with four years of space utilization data to back up their hunch, Max’s team was in a position to present this to faculties and advocate for the changes that would reduce costs and increase the value of existing spaces through repurposing. 

“We validated our gut feeling,” Max commented. “But now that you make it measurable and transparent, that gut feeling is changed into an argument. When you bring data to a conversation, that conversation changes, so therefore, speaking the same language is crucial.” 

2) Combine occupancy data with space demand modelling to build a better business case.

Max’s team came up with an equation for modelling and quantifying demand for campus spaces. Plugging occupancy data from PresenceIQ into the space modelling equation made it even more powerful. 

Engaging stakeholders with not just data confirming gut feelings and visual observation, but an equation modelling future demand for campus spaces from students and employees, makes building a business case to take action far easier because stakeholders can already visualize the campus changes and monetary impacts.

With this approach, Max’s team has already reduced workspaces by 10,000 square meters, repurposed underused space into student housing, partnered with local businesses to provide space onsite to network with students and emptied out two large buildings. 

The cost savings from temporarily closing down buildings during emptier times (e.g. over the summer and Christmas holidays) and savings in HVAC costs were significant.

3) Measure occupancy of individual lecture rooms to cut wasted spending on empty seats.

Radboud’s faculties pay per seat in lecture halls and rooms, even if seats are empty. Faculties would often book rooms just in case, leaving them sitting unused. 

Max’s team measured room attendance with occupancy sensors and linked the data to their scheduling system. 

By measuring actual room attendance versus room capacity versus the number of registrants for each course, Max’s team uncovered the extent of overbooking and quantifiable attendance data over the semester, with peaks at the start of the semester.

The result was a strategic reduction of underused rooms, assigning the right classes to the right rooms and KPIs on student attendance that reduced costs for faculties.