Tent, Table & Chair Rental: How Much Do You Need?

How many chairs?

Plan one chair per guest if people will sit down to eat. For a casual open house where guests come and go, you can often get away with seating for roughly half to two-thirds of the guest list. Add a few extra chairs for unexpected guests and for older relatives who need a seat early.

How many guests per table?

These are common rules of thumb – actual seating depends on the chair style and how much elbow room you want:

• 6-ft rectangular table: about 6 guests, or 8 if you also seat people at the ends
• 8-ft rectangular table: about 8 guests, or up to 10 with the ends
• 60-inch round table: about 8 guests
• 72-inch round table: about 10 guests
• Cocktail or high-top table: no seating needed, about 4 people standing
• Don’t forget tables for food, drinks, gifts, the cake and a DJ

What tent size do you need?

Tent sizes in the US are given in feet (for example 20 × 20 ft = 400 sq ft). A common rule of thumb is roughly 6–8 sq ft per person for a standing crowd and roughly 10–12 sq ft per person for seated dining. Add space for buffet tables, a dance floor, a DJ or a bar. As a rough guide:

• 10 × 10 ft pop-up canopy: shade for a food table, gift table or a small group
• 20 × 20 ft tent (400 sq ft): roughly 32–40 guests seated
• 20 × 30 ft tent (600 sq ft): roughly 50–60 guests seated
• 30 × 30 ft tent (900 sq ft): roughly 75–90 guests seated
• 30 × 40 ft tent (1,200 sq ft): roughly 100–120 guests seated
• 40 × 60 ft tent and larger: for big weddings and corporate events – the rental company will plan the layout with you

Pole, frame or pop-up?

• Pop-up canopies: small, quick to set up, good for shade over a single table
• Pole tents: supported by center poles and staked into the ground – need grass or soil for stakes
• Frame tents: no center poles, more usable space inside; can often be set up on hard surfaces with weights
• Sidewalls: ask about them if wind, rain or cooler evening temperatures are possible

Check the space and the ground

Measure your yard or venue and tell the rental company the dimensions. Tents need extra room beyond their footprint for stakes and guy lines. Note what’s on the ground – grass, gravel, concrete or a deck – because it determines how the tent is anchored.

• Stakes go deep: underground utilities, sprinkler lines and septic systems must be avoided. Call 811 a few days before your event so buried utility lines can be marked, or ask whether the company handles this
• Look up: overhead power lines and tree branches must be clear
• Hard surfaces may require water barrels or concrete weights instead of stakes
• Check HOA or venue rules about tents and setup times

Permits: check before you book

Many cities and counties require a permit or an inspection for larger tents, often under the local fire code. The size thresholds and rules vary from place to place, and some venues have their own requirements. Before you confirm a large tent, check with your city or county building or fire department – or ask the rental company, which often knows the local rules and may handle the permit for you.

Fire safety rules may also limit open flames, candles and heaters under tents. Follow the rental company’s instructions and any local requirements.

Ballpark prices

As a rough guide, folding chairs often rent for around $1–$4 each and 6-ft or 8-ft tables for around $7–$15 each, depending on style. Tent prices vary much more: a small pop-up canopy may cost well under $150, while a 20 × 20 ft tent with professional setup often runs a few hundred dollars. Larger tents, flooring, lighting and sidewalls are quoted individually. Prices vary by region, season and delivery distance, and there is often a minimum order for delivery.

Delivery, setup and weather

Tables and chairs are often dropped off and picked up; tents are usually installed by the rental company’s crew. Ask about the delivery window, whether setup of tables and chairs is included, and what happens with wet or dirty items. Large tents are typically put up the day before – make sure the crew has access. In high winds or storms, follow the company’s instructions and get guests out from under the tent if told to.

Sending your inquiry

On HOPS24 you send a free, no-obligation inquiry directly to local rental companies. Include your guest count, the setup surface, the space available and whether you’d like linens or extras. The price, contract and payment are agreed directly with the provider – HOPS24 never takes money.

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