Party Rental Checklist: Everything You Need to Rent for Your Event

Renting event equipment is one of those tasks that seems simple until you realize you forgot cocktail tables, or you ordered 100 chairs for 120 guests. Here's your complete checklist.

Seating

• Chairs: 1 per guest + 10% extra (for movement, late arrivals). 120 guests = 132 chairs.
• Banquet tables: 1 rectangular (8-seat) per 8 guests, or 1 round (10-seat) per 10. 120 guests = 15 rectangular or 12 rounds.
• Cocktail tables: 1 per 10-15 guests for standing areas. 120 guests = 8-12 cocktail tables.
• Head table: 1 for VIPs, wedding party, or speakers.
• Kids table: If applicable, smaller tables and chairs.

Linens & Tableware

• Tablecloths: 1 per table + 2 spare for emergencies
• Napkins: 1.5 per guest (some will drop them)
• Plates: 2 per guest if multi-course (dinner + dessert)
• Flatware: Full set per guest per course
• Glassware: 2-3 per guest (water + wine/cocktail)

Shelter & Climate

• Tent: 15 sq ft per seated guest, 10 sq ft per standing. 120 seated = 1,800 sq ft tent.
• Sidewalls: If weather uncertain or evening event
• Fans: 1 per 50 guests for outdoor summer events
• Heaters: 1 per 100 sq ft for outdoor winter events

Miscellaneous

• Dance floor: 3 sq ft per dancing guest (estimate 50% will dance). 60 dancers = 180 sq ft.
• Stage/riser: For bands, speakers, DJ
• Portable restrooms: 1 per 50 guests (outdoor events without facilities)
• Trash/recycling bins: 1 set per 50 guests
• Generator: If no power access (calculate total wattage needed)

Average Rental Costs

• Chairs: $2-$8 each
• Tables: $8-$15 each
• Linens: $8-$20 per table
• Full place setting: $5-$12 per guest
• Tent (20x40): $400-$1,200
• Dance floor: $200-$600

Browse rental vendors on Vensho →