When you’ve decided to hold an outdoor event, you have a little math to do. Your guest list will determine how many tables and chairs you need. It also determines the size and type of tent you should rent to provide shade and shelter.
What size tent you need based on your guest count is just one necessary calculation. Add the space for buffet tables, a dance floor, a bandstand, or a table for a DJ. You may need more space for bars, wait staff, and bussing dishes. A cake table, cocktail tables, or a table to place a guest book for attendees to sign may also require space. Here’s how to figure out what size tent to rent.
Eights and Tens
Tents are measured in square feet. They’re usually rectangular, but some are squarer in shape, depending on the size.
A tent that is closer to a square enables better sightlines and mingling than a long, rectangular tent. Tent measurements may start at as little as 10 feet by 10 feet, and go up in 10 square foot increments to tents as large as 12,000 square feet or more.
Tent size based on how many guests you have means you must take the seating chart into consideration. Guest calculations use the standard of 8 guests per 60 inch round dining table. For every eight guests, you need a 10-foot by 10-foot area (100 square feet). That means if you’ll be having 120 guests, you need 100/8, or 15 tables. If your calculation results in a fraction, round up.
If you’re seating guests at long tables, calculate 80 square feet per 8 guests. If you’re planning a head table for a bridal party, determine the number of people who’ll be seated there, including the bride and groom or other guests of honor. Divide that number by 4, and you’ll have the number of 8-foot tables you’ll need to form the head table.
Buffets, Bars, and Bands
Once you’ve determined the amount of space you’ll need for guests, add in the square footage you’ll need for 8-foot buffet tables. Calculate 100 square feet for each 8-foot buffet table to provide enough space for the line and servers.
Ask your caterer for a recommendation about the necessary space. You may find that you’ll need more space to accommodate centerpieces, carving stations, or desserts. Then, add square footage for your dance floor, plus extra space around it, so guests aren’t crammed right up next to the band or the dancers.
Add all your calculations together for the total square footage you’ll need for your event. Your tent rental company should be able to provide a variety of suggested layouts for your tent, so you can visualize where tables will go, the position of bars and buffets, and the dance floor and band areas.
Tents for Rent provides tent rental in Harrisburg, Pennsylvania, and the surrounding region. We can help you determine the size of the tent you’ll need for a comfortable and successful event.