Table and Chair Rental Calculator (Event Layout Planner)
Enter guests and layout to get tables, chairs and the venue size you need.
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Table and Chair Rental Calculator (Event Layout Planner) by TheCalcTools
How the Table and Chair Rental Calculator (Event Layout Planner) works
Enter guests and seats per table, then choose a layout.
Seating area uses a typical space per guest for the layout. A dance floor is sized at 3.5 sq ft per dancer, plus space for bars, food stations and a stage.
Check the result against the venue’s capacity, which is set by its fire code.
The formula
Worked example
Using the default values shown in the calculator:
| Guests | 120 |
|---|---|
| Seats per table | 10 (72 in round) |
| Layout | Banquet, round tables (11 sq ft per guest) |
| Guests dancing at once | 35 % |
| Bars | 2 |
| Buffet or food stations | 2 |
| Stage, DJ and band area (sq ft) | 150 |
| Spare chairs | 5 % |
- 120 guests at 10 per table = 12 tables and 126 chairs with 5% spare.
- Seating 1,320 sq ft + dance floor 147 sq ft + extras = 1,797 sq ft (167 sq m).
Result:
| Guest tables | 12 |
|---|---|
| Chairs to rent | 126 |
| Floor area needed (sq ft) | 1,797 |
| Floor area needed (sq m) | 167 |
| Minimum area at a typical code factor (sq ft) | 1,800 |
| Dance floor size (sq ft) | 147 |
Frequently asked questions
Is this the legal capacity?
No. Fire codes set the maximum occupancy of the room. The code figure shown is a typical net area per person, 15 sq ft with tables and chairs, 7 sq ft for chairs only and 5 sq ft standing. Confirm with the venue.
How much space do I need per guest?
About 10 to 12 sq ft at round tables, less for a cocktail party or rows of chairs.
Sources and further reading
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This calculator gives estimates for information only. Check important results independently before you rely on them. See our disclaimer.