Organizing a successful event where every guest feels perfectly comfortable requires careful planning. It all starts with a crucial step: estimating the right number of tables and chairs. This precise calculation ensures optimal comfort, smooth flow, and impeccable service for your guests. The Atawa team is here to support you in this process, helping you select the ideal quantity of tables and chairs to rent for a flawless event.

1. Define the Type of Event

The first factor in determining how many tables and chairs to rent is the type of event you are planning. Indeed, the needs will vary depending on whether it’s a seated dinner, a cocktail party, a conference, or an outdoor reception.

For a seated dinner, it is recommended to establish a detailed seating plan to optimize space while ensuring guests' comfort. This layout is ideal for weddings, galas, or corporate events involving seated meals.

On the other hand, for a cocktail party or an outdoor reception, a more flexible and casual setup with standing tables and buffet stations is recommended, allowing guests to move around freely.

2. Calculate the Number of Tables for a Seated Dinner

If you are hosting a seated dinner, it’s crucial to allow enough space between the tables to ensure smooth circulation. Here are some tips for sizing your space correctly:

• Spacing between tables: Leave 1 meter between each table to facilitate the movement of servers and guests, especially if platters or buffets are being served.
• Space per person at the table: Allow for 50 cm per guest so that everyone has enough room to be comfortable. This also ensures that guests can stand up or move around without disturbing others.
• Types of tables:
  • Round tables: Perfect for encouraging conversation, typically seating 6 to 10 guests per table.
  • Rectangular tables: Ideal for more formal setups, maximizing available space while maintaining aesthetics.
  • Banquet tables: Great for large-scale events, allowing several guests to sit together, making service and socializing easier.

Additionally, it is essential to adjust the quantity of tables and chairs to rent according to the number of guests. If needed, the Atawa team can help you determine the necessary amount of furniture so that every guest enjoys a pleasant experience.

👉 Also read: Event Furniture Rental: Our Complete Guide

3. Plan Furniture for a Cocktail or Standing Reception

Cocktails and standing receptions require a different approach to layout. The goal is to create an inviting space while leaving enough room for guests to move freely. Here’s how to estimate the amount of furniture needed for a standing event:

• Buffets: For a cocktail party with drinks and appetizers, it is recommended to allow approximately 2 meters of buffet space for every 100 guests. This helps to ease access for your attendees without creating long queues.
• Standing tables: A good ratio is to count 15 standing tables for every 100 guests. These tables allow guests to set down their drinks or plates while chatting. They foster a relaxed atmosphere while optimizing available space.
• Seating: Although cocktails are generally designed for standing, it can be wise to add some seating for guests who may need a break. Providing 2 to 4 stools per standing table is a good option for offering a bit of comfort without overcrowding the space.

👉 Also read: 5 Decor Ideas to Elevate Your Event

4. Adjust the Quantity of Furniture Based on the Venue

Before finalizing the number of tables and chairs to rent, it is essential to consider the specific characteristics of your venue. Each space has its own constraints that must be taken into account, such as dimensions, layout, and access for setup and breakdown.

A technical site visit is often recommended to assess your furniture needs. The venue’s dimensions can influence table and chair arrangements, especially if there are elements like columns or narrow areas. The Atawa team conducts technical visits to help you optimize your layout, taking into account delivery access and site-specific details. With our expertise, you benefit from personalized support to rent the event furniture best suited to your space.

Estimating the right amount of tables and chairs to rent is a crucial step to ensuring your event’s success. By considering the type of event, the number of guests, and the venue’s specifics, you guarantee a smooth and comfortable setup for your guests.

Are you planning an event and looking for a custom setup? Contact us today to request a personalized quote. Our experts will guide you in selecting the ideal furniture to make your event an unforgettable experience!