Quick answer: Plan one chair per guest plus about 5% extra, one 6-foot table for every 6 to 8 seated guests, and 2 to 4 more tables for food, drinks, gifts and the cake. Under a tent, give each seated guest about 10 to 12 square feet, or 6 to 8 square feet if people are standing. For 50 seated guests, that works out to 50 to 53 chairs, 7 seating tables plus 3 extra, and a 20′ x 30′ tent.
Getting the numbers wrong is the most common party rental mistake we see. Rent too little and guests end up standing around the buffet. Rent too much and you pay for chairs nobody sits in. This guide gives you the simple rules we use when we quote events across Toronto and the GTA, a quick reference table, and a week-by-week planning timeline.
How Many Chairs Do You Need?
For any seated meal, the rule is simple: one chair per guest. Add about 5% on top, which is 2 or 3 extra chairs for a 50-person party. Someone always brings a plus-one, and it is easier to have a spare chair than to hunt for one mid-dinner.
Standing events are different. For a cocktail-style party or open house where people move around, seating for about a third to half of your guests is usually enough. Older guests and anyone with mobility needs should always have a seat close to the action.
How Many Tables Do You Need?
Start with seating tables, then add the working tables most people forget.
- 6-foot rectangular tables seat 6 comfortably (3 per side) or 8 if you put one guest at each end.
- Round tables are typically sized so a 5-foot round seats about 8 and a 6-foot round seats about 10. They look more formal and make conversation easier.
- Working tables: plan 1 or 2 for a buffet, 1 for drinks, 1 for gifts and the cake, and 1 for a DJ or registration if you have one.
A good shortcut for a sit-down party: divide your guest count by 7 for seating tables, then add 3 or 4 working tables.
Quick Reference: Tables, Chairs and Tent Size by Guest Count
These estimates assume a seated event with 6-foot tables, and use EY Party Rentals’ 2026 prices (chairs $2, 6-foot tables $10) so you can see a ballpark budget before delivery and setup.
| Guests | Chairs | Tables (seating + extra) | Tent size | Estimated cost |
|---|---|---|---|---|
| 20 | 20 to 21 | 3 + 2 = 5 | 10′ x 20′ ($150) | About $240 |
| 40 | 40 to 42 | 6 + 3 = 9 | 20′ x 20′ ($250) | About $420 |
| 50 | 50 to 53 | 7 + 3 = 10 | 20′ x 30′ ($350) | About $550 |
| 80 | 80 to 84 | 11 + 4 = 15 | 20′ x 40′ ($500) | About $820 |
| 100 | 100 to 105 | 14 + 4 = 18 | 20′ x 40′ + 20′ x 20′ ($750) | About $1,140 |
If the buffet, bar or dance floor also needs to go under the tent, go one tent size up. These estimates cover rental prices only. The minimum delivery order is $150, and chairs and tables skip the $2 per-item delivery charge when you bundle them with a tent. Delivery and setup for the tent are confirmed in your quote.
What Size Tent Do You Need?
Tent size comes down to square footage. Multiply your seated guests by 10 to 12 square feet, or standing guests by 6 to 8, then add space for food tables and walkways.
- 10′ x 10′ (100 sq ft): 10 to 12 guests, or a food, gift or vendor station.
- 10′ x 20′ (200 sq ft): up to 20 guests.
- 20′ x 20′ (400 sq ft): up to 40 guests.
- 20′ x 30′ (600 sq ft): about 50 to 60 guests.
- 20′ x 40′ (800 sq ft): up to 80 guests.
Before you pick a size, measure the flat part of your yard and leave about 3 feet on every side for anchoring and walking room. In Ontario, tents that add up to more than 60 square metres (about 645 square feet) generally need a building permit, and tents in City of Toronto parks need a special event permit. Our tent rental cost guide covers prices by size in more detail.
Party Planning Timeline: When to Book What
8 or more weeks before
- Pick a date and a rough guest count.
- Measure your yard or confirm the venue, and check where the tent could go.
- If the event is in a park or needs a large tent, start the permit application now.
- For weekends between May and September, reserve your tent early. Popular sizes book up first.
4 to 6 weeks before
- Narrow your guest count to a range and request a rental quote.
- Confirm your order and pay any deposit needed to hold the date.
- Decide on extras like lighting, a generator, chafing dishes or a popcorn machine.
2 weeks before
- Lock in your final headcount and adjust chairs and tables to match.
- Sketch a simple layout: tent, seating, buffet, bar and where power will come from.
- If tents will be staked into the ground, request a free underground utility locate through Ontario One Call.
The week of the party
- Check the forecast and talk to your rental company if strong wind is expected.
- Confirm the delivery window and make sure the crew has clear access to the yard.
- Clear the setup area of toys, furniture and anything else in the way.
After the event
- Stack chairs and fold tablecloths where they were delivered.
- Count everything before pickup and report any damage right away.
Frequently Asked Questions
How many tables and chairs do I need for 50 guests?
For a seated party of 50, plan 50 to 53 chairs, 7 six-foot tables for seating and about 3 more for food, drinks and gifts. A 20′ x 30′ tent covers about 50 seated guests.
How many people can sit at a 6-foot table?
A 6-foot rectangular table seats 6 people comfortably, 3 on each side. You can fit 8 if you add one guest at each end.
What size tent do I need for 100 guests?
For around 100 seated guests, combine a 20′ x 40′ tent with a 20′ x 20′ tent. Seated guests need about 10 to 12 square feet each.
How far ahead should I book party rentals in Toronto?
For summer weekends, book 4 to 6 weeks ahead if you can, and earlier for large tents or events that need a permit. Spring and fall dates are usually easier to get.
Do I need extra tables besides seating?
Yes. Most parties need 2 to 4 extra tables for the buffet, drinks, gifts, cake or a DJ. They are easy to forget and hard to find on the day.
Ready to Plan Your Order?
Once you have your numbers, you can check prices on our chair rental, tent rental and table rental pages, or see the areas we deliver to across the GTA. Send us your date and guest count through our quote form and we will check the math for you.