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Spring, summer, and autumn are all great seasons for planning events. Company picnics, weddings, graduations, and other large events can be tricky to plan, especially if you’re new to it. We’re the premier party rental company for the Nashville area and we’re going to give you some professional party planning tips and guidelines for how many tables and chairs you’ll need for your event. Between the budgeting, food, activities, and decor, your seating arrangements will be one less thing to worry about.
This is an important question you need to answer before renting tables and chairs. In general, most party planners should assume that 70%-85% of guests will come to the event. However, this will also depend on the weather and your guests. If you haven’t already sent out invitations, it’s a great idea to ask for an RSVP by a specific date. When planning events like a wedding, the RSVP list is a critical part of arranging assigned seats, deciding how many tables you need, and making sure there is plenty of food and drinks for everyone.
If your event is going to be held indoors, be sure to find out the maximum number of people the room can accommodate before inviting your guests. An outdoor setting will typically have much more leeway. Next, you’ll need to decide what size and shape tables you want. Event planners typically go with folding plastic tables because they are lightweight and easy to store. The plain plastic tops can easily be dressed up with plastic disposable table covers or fabric tablecloths. Below are guidelines for how many guests can be seated at different styles of tables.
How many guests at round tables:
How many guests at rectangular tables:
How many guests at square tables:
Once you have your attending guest list hammered out, you can start to calculate how many tables you will need. Here are some common examples:
Finding how many tables and chairs you will need is key, but you’ll also want to plan for adequate space in between so your guests have plenty of room to move about and mingle. Here are some guidelines to help keep your guests comfortable within their personal space.
When you’ve decided how many tables and chairs you will need, you’ll have to figure out how to arrange them within your dedicated space. As experienced party rental professionals for the Nashville area, we often use common layouts that are simple for anyone to follow:
As one of the top party rental companies for Nashville, we know your event will need some extra furniture depending on the occasion. For corporate events, we highly recommend cocktail tables and adult beverage bars. For weddings, you’ll probably also want to utilize bars and a dance floor for all the traditional wedding dances.
If you don’t want the weather to put a damper on your outdoor event, consider renting party tents that are professionally delivered, set up, and removed once the event has ended. Outdoor events that are held during chilly times of the year can benefit from the use of patio heaters and portable fire pits. Likewise, in the hot depths of summer, you may want fans and tent air conditioners for your guests’ comfort.
We hope these guidelines for how many tables and chairs are needed at events have been helpful. If you are looking for more advice about renting party supplies in the Nashville area, contact us at Ultimate Party Tents & Events. We’ll be happy to help make sure you have everything you need to impress your guests and make your event run as smoothly as possible.
Whether you’re selecting the venue or looking for tent rentals, here’s your guide to planning a fundraiser that’s both successful and memorable:
Before diving into the details, establish clear goals for your fundraiser. What is your target amount? What specific cause or project will the funds support? Who are you targeting? These questions aren’t just for your personal understanding, but also to shape the event’s cause and guide all the decisions regarding planning.
Fundraisers can come in all shapes and sizes, and each one is suitable for different audiences and causes. But if you’re looking for popular options when planning a fundraiser, they can include:
If you’re looking to have the perfect event, you need to think about the audience you’re catering to first.
A detailed budget helps you allocate resources effectively and avoid overspending when planning a fundraiser. These costs can include:
If you have additional funding from other sources, it’s important to consider them when you’re planning your budget. You can also enlist the help of a professional if you’re planning a big fundraiser, as this can help things go more smoothly and be more cohesive.
Your venue sets the stage for the fundraiser’s atmosphere. When scouting locations, consider the capacity, accessibility, and amenities. You have to make sure that the venue can accommodate your expected number of guests. The location has to be easy to reach and accommodate all attendees, including those with special needs. Look for venues with essentials like parking and restrooms.
For outdoor events, parks or gardens can be charming, while banquet halls or community centers work well for formal gatherings. If you’re working on a tight budget, think about reaching out to schools, churches, or local businesses that may offer free or discounted spaces.
Fundraising events rely on engagement, and you have to make sure that you’re planning activities that people can enjoy and connect with. Keep attendees entertained with a mix of fundraiser activities tailored to the event’s theme, with ideas including:
Interactive activities not only enhance the guest experience but also end up boosting contributions for your fundraiser.
Creating the right ambiance and ensuring smooth operations often requires additional equipment and rentals. There are many essentials that you will need to rent, as buying them can eat away from your budget, and it’s not necessary for a one-time event. Finding party rentals in Nashville is not difficult as long as you know what you need to rent.
You will need to look for tent rentals when planning a fundraiser that’s set to happen outdoors. Ensure ample seating for dining and registration with table and chair rentals. Rent concession stands so you can cater to your audience’s taste for food as well as include another fun activities for your fundraiser. Rent party games to enhance engagement, or rent dance floors to create focal points for performances.
In the midst of planning your fundraiser, you can’t forget about promoting it. Hosting a fundraiser goes beyond just planning it, there has to be a strategy for promoting it. You have to attract attendees and sponsors alike, and the best way to do this can be through social media. Create an event page and share updates regularly, but don’t forget to add hashtags!
Send personalized invites to your mailing list for a more personal touch. You can enlist the help of a designer or a design app to create your invite in minutes. Encourage supporters to share event details with their networks. All of this has to be done while you’re planning a fundraiser to generate hype about the event.
Planning a fundraiser, and executing it requires a dedicated team. You have to identify what roles you would require for fundraiser activities and who is capable of fulfilling them. You will need event coordinators who can oversee planning and execution. You will also need to have a registration team at the event responsible for managing guest check-ins and ticketing. Activity facilitators can run games, auctions, or workshops.
Host training sessions to familiarize volunteers with their tasks and ensure smooth coordination during the event. When planning a fundraiser, these are important components you can’t miss out on.
Optimize your event’s fundraising potential with good strategies. Partner with local businesses to cover costs or donate prizes. Set up visible areas for attendees to contribute. When hosting a fundraiser, you can also encourage recurring donations for long-term support.
Express gratitude to everyone who’s contributed to the event’s success by sending thank-you notes. This can also increase fundraising opportunities for the future, if you plan to host other events.
Planning a fundraiser can seem daunting, but Ultimate Party Rentals in Nashville is here to help you simplify the process. Find all your event rentals, from tents to china at one destination. You can schedule a pick-up or get your rentals delivered, with pick-up allotted for when you want it. Ensure that your fundraiser is a resounding success when you choose a partner like Ultimate Party Rentals to help you through the process.
Spring, summer, and autumn are all great seasons for planning events. Company picnics, weddings, graduations, and other large events can be tricky to plan, especially if you’re new to it. We’re the premier party rental company for the Nashville area and we’re going to give you some professional party planning tips and guidelines for how many tables and chairs you’ll need for your event. Between the budgeting, food, activities, and decor, your seating arrangements will be one less thing to worry about.
This is an important question you need to answer before renting tables and chairs. In general, most party planners should assume that 70%-85% of guests will come to the event. However, this will also depend on the weather and your guests. If you haven’t already sent out invitations, it’s a great idea to ask for an RSVP by a specific date. When planning events like a wedding, the RSVP list is a critical part of arranging assigned seats, deciding how many tables you need, and making sure there is plenty of food and drinks for everyone.
If your event is going to be held indoors, be sure to find out the maximum number of people the room can accommodate before inviting your guests. An outdoor setting will typically have much more leeway. Next, you’ll need to decide what size and shape tables you want. Event planners typically go with folding plastic tables because they are lightweight and easy to store. The plain plastic tops can easily be dressed up with plastic disposable table covers or fabric tablecloths. Below are guidelines for how many guests can be seated at different styles of tables.
How many guests at round tables:
How many guests at rectangular tables:
How many guests at square tables:
Once you have your attending guest list hammered out, you can start to calculate how many tables you will need. Here are some common examples:
Finding how many tables and chairs you will need is key, but you’ll also want to plan for adequate space in between so your guests have plenty of room to move about and mingle. Here are some guidelines to help keep your guests comfortable within their personal space.
When you’ve decided how many tables and chairs you will need, you’ll have to figure out how to arrange them within your dedicated space. As experienced party rental professionals for the Nashville area, we often use common layouts that are simple for anyone to follow:
As one of the top party rental companies for Nashville, we know your event will need some extra furniture depending on the occasion. For corporate events, we highly recommend cocktail tables and adult beverage bars. For weddings, you’ll probably also want to utilize bars and a dance floor for all the traditional wedding dances.
If you don’t want the weather to put a damper on your outdoor event, consider renting party tents that are professionally delivered, set up, and removed once the event has ended. Outdoor events that are held during chilly times of the year can benefit from the use of patio heaters and portable fire pits. Likewise, in the hot depths of summer, you may want fans and tent air conditioners for your guests’ comfort.
We hope these guidelines for how many tables and chairs are needed at events have been helpful. If you are looking for more advice about renting party supplies in the Nashville area, contact us at Ultimate Party Tents & Events. We’ll be happy to help make sure you have everything you need to impress your guests and make your event run as smoothly as possible.
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Michelle has been in the event rentals business since 2008 when she started The Ultimate Party Store to provide affordable and high-quality party decorations for any event. After dabbling in providing table and chair rentals, Michelle opened Ultimate Party Tents and Events, fully committing to providing everything anyone would need for an event in the Nashville-Hendersonville area. As a local business owner, she gives back to her community by volunteering her time to local organizations and events.
