P L A N N I N G G U I D E
www.swhpr.com
C O N T E N T S
Table of
5
3
Reference Guides
Seating
6
Tables & Space Requirements
Linens Sizing Chart
8
7
Dance Floor
What size Tent Do I need?
Tools & Resources
12
Event Rentals Checklist
14
Wedding Checklist & Budget
2
10
Tent Size Capacity Chart
11
Party Planner
Seating Style
Space Needed
Standing/Cocktail
6 sq. ft./ guest
Cocktail w/ Partial seating
8-10 sq ft/ person
Banquet Tables with Seating
8-10 sq ft/ person
Round tables with Seating
10-12 sq ft/ person
Theater/Cermony
5-8 sq. ft./ person
For any type of party, it is crucial to consider the appropriate amount of
space needed to accommodate the number of guests you plan to host. Here
are some suggestions to help you plan the necessary amount of space for
your event.
*For Wedding Ceremony seating: The aisle should be at least 48" wide. The
distance between chair rows should be at least 24". The first row should be
at least 72" away from the alter.
*For Classroom Style Seating: Allow 30 inches between tables for seating
on one side of the table only. Divide the room area in square feet by 10 for
maximum seating.
*Allow for 54″ between edge of two round tables (includes room for
seating)
*Allow for 60″ between edge of two banquet tables (includes room for
seating)
*Allow 24″ clearance along edge of table for walking, etc.
Spacing Tips:
3
S E A T I N G
4
T Y P E S O F S E A T I N G A R R A N G E M E N T S
Banquet Imperial
Caberet
Classroom
Theater/Ceremony
Workshop
Hollow square (Conference) U-Shape (Conference)
# of Seats
2
4-6
6- 8
Space Needed
60 sq ft
80 sq ft
100 sq ft
# of Seats
6-8
8-10
Space Needed
80 sq ft
90-100 sq ft
5
T A B L E S
Buffet Tables
Bar
DJ Area
Gift Table
Cake Table
30"
Round
48"
Round
60"
Round
6 ft
Banquet
8 ft
Banquet
Other Table Space Requirements to Consider:
75-100 sq ft/table
100 sq ft
100 sq ft
50-60 sq ft
50 sq ft
15" Drop
15" Drop
Floor
Length
Floor
Length
15" Drop/
Half Drop
21" Drop
30" Drop/
Floor
Length
30" Drop
24" Drop
30" Drop/
Floor
Length
39" Drop/
Almost floor
length
30" Drop/
Floor
Length
45" Puddle
Drop/
Floor Length
when tied
60 x 102
Banquet
60 x 126
Banquet
90x132
Banquet
90x156
Banquet
90" Round
108" Round
120" Round
6
L I N E N S I Z E C H A R T
8ft Banquet
6ft Banquet
60" Round
48" Round
30" Round
30" Round
30" height
42" height
D A N C E F L O O R
When calculating what size dance floor you will need for your event,
consider your total count of guests and then multiply that by 40% to
determine approximately how many dancers you will have on the floor.
Plan for 1 Floor Panel/ 2 guests.
For example, if you expect 100 guests x 40%= 40. 40 guests divided by 2=20
Dance Floor Panels. Acoording to the Chart Below, you would need a 12x15
dance floor.
Floor
Size
# of
Dancers
Total
Sq Ft
# of
Panels
6x6
8
36
4
6x9
12
54
6
6x12
16
72
8
6x15
20
90
10
9x9
14
81
9
9x12
24
108
12
9x15
30
135
15
9x18
36
162
18
9x21
42
189
21
9x24
48
216
24
7
Floor
Size
# of
Dancers
Total
Sq Ft
# of
Panels
9x27
54
243
27
12x12
32
144
16
12x15
40
180
20
12x18
48
216
24
12x21
56
252
28
12x24
64
288
32
15x15
50
225
25
15x18
60
270
30
15x21
70
315
35
18x18
78
324
36
8
F I N D I N G Y O U R R I G H T T E N T
Frame Tents
Pole Tents
Festival/High Peak Tents
This style is referred to as a frame tent because the
structure of the tent is a free standing frame often made
out of anodized aluminum. These tents are simple in
design, yet weighted down which allow them to withstand
high winds. Frame tents have no center poles and can be
placed on virtually any surface secured by either stakes or
barrels/blocks..
Pole tents have some number of center poles, as well as
poles around the perimeter; these tents are supported by
those center and side poles through pulled tension from
poles to stakes. Pole tents typically require more space
than frame tents, due to the fact that the stakes that help
hold them up must be placed further away from the
perimeter of the tent than the staking distance frame tents
typically need.
Although in the technical category of frame tent, these
tents are basically a frame tent/ Pole Tent Hybrid. It takes
the aluminum framework of a frame tent with a suspended
pole atop two cross cables to create a high peaked ceiling.
Like a frame tent, it can be set up on any terrain, so you
don’t have to be too choosy when it comes to your venue.
Once you know what sizes your limited to, its time to decide on what style tent
will use? There are 3 main types we offer. Each having their own unique
qualities. You can read about each one below.
STEP 2: Choose your Style
STEP 1: Measure
First things first, how much space is available at your location/venue? Measure
the entire workable area of the space. So that way you know your limitations
The appropriate sized tent is one of the most important questions that needs
answered, but how do you know what size you would need. To better help
ensure you have the adequate size tent for your event, we’ve included this guide.
Just follow these basic steps and then refer to tent size chart on the next page to
calculate the right size you will need.
9
Example Scenario;
Formal dinner seating for 80 guests =800 sq ft
+ 2 Head Tables= 120
+ 2 Buffet Tables and 1 bar= 240 sq ft
+DJ table= 60 sq ft
+ 12x12 dance floor=192 sq ft
Total Square Footage: 1412 sq ft min.
So, you would need 1,600 sq ft which is a 40' x 40' or 20' x 80' tent.
The number you just calculated is the Bare Minimum square footage you
Need. Remember, you can't go below the number you came up with. ALWAYS
round up.
STEP 3:
Guest Count & Layout
How many total guests are you expecting? Once you can answer that, you can
decide on the seating style you are planning on accommodating. Calculate the
needed square footage using the chart from page 3. Then, multiply that square
footage by total number of guests.
For Example, You expect 80 guests and are choosing a formal dinner layout.
According to the chart, you’ll need a minimum of 10 sq ft/person. 80x10=800 sq ft.
STEP 4: Additional Space Requirements
What else will you be needing under your tent? be sure to calculate for any and
all other additional space needed for entertainment, buffets, displays and
whatever else. Here are some standard examples to refer by:
Aisle(s)
8' Buffet Table or 6' Bar
Head Table
DJ Tables
Dance Floor/ Stage
3 ft times required length
80 sq ft/ Table
60-80 sq ft/ Table
60 sq ft
Square feet of Dance floor + 25%
Example: 12x12 Dance floor= 144 sq ft + 48 sq ft
(25%)= 192 sq ft Total Needed
STEP 5:
Calculate your Total
Add up everything from Steps 3 and 4. Then refer to the Tent Capacity Chart on
the Following Page to find the closest square footage of tent required.
Tent
Size
Total
Sq Ft
Ceremomy Seating
(w/ Aisle & Alter)
Standing Cocktail
(w/ Bar)
Sit Down Dinner
(with Round Tables)
Sit Down Dinner
(with Round Tables)
20x20
400
44 Guests
50 Guests
40 Guests
33 Guests
20x30
600
66 Guests
75 Guests
60 Guests
50 Guests
20x40
800
88 Guests
100 Guests
80 Guests
66 Guests
20x50
1000
111 Guests
125 Guests
100 Guests
83 Guests
20x60
1200
133 Guests
150 Guests
120 Guests
100 Guests
20x80
1600
177 Guests
200 Guests
160 Guests
133 Guests
30x30
900
100 Guests
112 Guests
90 Guests
75 Guests
30x45
1350
150 Guests
168 Guests
135 Guests
112 Guests
30x60
1800
200 Guests
225 Guests
180 Guests
150 Guests
40x40
1600
177 Guests
200 Guests
160 Guests
133Guests
40x60
2400
266 Guests
300 Guests
240 Guests
200 Guests
40x80
3200
355 Guests
400 Guests
320 Guests
266 Guests
40x100
4000
444 Guests
500 Guests
400 Guests
333 Guests
40x120
4800
533 Guests
600 Guests
480 Guests
400 Guests
40x140
5600
622 Guests
700 Guests
560 Guests
466 Guests
10
T E N T S I Z E C A P A C I T Y C H A R T
PLANNER
T H E M E
P
artyarty
P L A C E
B U D G E T
T I M E
N O T E S / R E M I N D E R
P L A N N I N G C H E C K L I S T
M E N U
G U E S T L I S T
D A T E
F O R ?
A C T I V I T I E S / G A M E S
Choose a Theme
Create a Guest List
Find a Venue/Choose Location
Pick date & Time
Determine a Budget
Buy/Make Invitations
Send out Invitations (with an RSVP date)
Plan a Menu or Book a Caterer
Decide on Decorations/Supplies
Make a Shopping List
Book Rentals (Tent, Tables, Chairs, etc.)
Purchase Supplies
Order Cake
Book Entertainment (if applicable)
Put together Party Favors/bags
Make Decorations (if applicable)
Clean House (if doing it at home)
Confirm all Vendors
Prepare Food
Blow up Balloons/decorate
Get your Party Dress on & Party!
11
CHECKLIST
Make a Guest List
Decide on Style/Theme & Color Scheme
Choose a Bridal Party
Book a Venue
Hire Photographer
Hire Band and/or DJ
Wedding Dress Shopping
12 MONTHS BEFORE
Select caterer
Select invitations
Bridesmaid dresses
Book flowers
Wedding website
Order invitations
9 MONTHS BEFORE
Choose wedding rings
Book honeymoon
Schedule wedding shower
Send invitations
Order wedding cake
6 MONTHS BEFORE
Dress fitting
Pick up the marriage license
Write wedding vows
Finalize the guest count
1 MONTH BEFORE
Practice wedding vows
Mani & Pedi
Facial treatment
Hair appointment
1 WEEK BEFORE
Send thank you cards
Share photos
AFTER THE WEDDING
Create seating chart
Choose guest favours
Meet with the officiant
Hair and makeup trial
Book transport
Choose ceremony songs
3 MONTHS BEFORE
W
eddingedding
11
Ceremony decorations
Bride’s bouquet
Bridesmaid bouquets
Flower girl accessories
Corsages
Boutonnieres
Reception centerpieces
Ring pillow
Flowers & Decor
Wedding photographer
Bridal session
Engagement session
Videography
Wedding album
Parent albums
Prints for venue
Bridesmaid gifts
Groomsmen gifts
Attendant gifts
Parent gifts
Officiant gift
Bride & groom gifts
Favors
Save-the-date cards
Invitations and envelopes
Programs
Seating & menu cards
Thank-you cards
Guest book
Postage
Calligraphy
Bride’s dress
Headpiece and veil
Bride’s shoes
Lingerie
Jewelry and accessories
Groom’s tuxedo
Groom’s shoes
Groom’s accessories
Bride’s and groom’s rings
Hair and makeup
Mani / pedi
Teeth whitening
Ceremony site
Reception site
Officiant
Marriage license
Catering
Bar & drinks
Bride's cake
Groom's cake
Rentals
Couple's transportation
Music
Tips
Wardrobe & BeautyCeremony & Reception
Stationery
Photography Gifts & Favors
BUDGET
W
eddingedding
TOTAL
11
OUTDOOR/TENTING TABLES/CHAIRS
CONFERENCE
CEREMONY
LINENS
DINING/SERVING
OTHER
LOCATION:
DATE:
ENTALS
R
C
HECKLIST
OTES
NN
VENT
E
Main Event Tent
Other Tents
Tent Side Walls
Portable Cooling/Tent Heater
Standing Propane Heaters
Trash Cans
Standing Ash Trays
Crowd Control Barriers
Tent/String Lighting
Folding Chairs (white)
Wood Folding Chairs
(white or Ivory)
8ft Tables
6ft Tables
60in Round Tables
Cocktail Tables
Other Tables
Banquet Tablecloths
Round Tablecloths
Floor Length Tablecloths
Stretch Table covers
Stretch Chair Covers
Runners
Chair Sashes
Overlays
Napkins
Iron Arch
White Lattice Arch
Greek Arch
Greek Columns
Urns/baskets
Seminar Tables
Podium
Projector
Projector Screen
Presentation Easel
P.A. System
Extra Mic
Glassware
Flatware
Plates
Chaffing Dishes
Serving Pitchers
Tea Dispenser
11
Galvanized Tubs
Chocolate/Champagne Fountains
Centerpieces
