How Big Does My Event Tent Need to Be?

Tips That You Should Consider

We are asked time and again: How big should a tent be for 40 people, for example? How many people "fit" in a party tent? It's not just customers who ask themselves this question when planning their own birthday or anniversary party. Caterers, hoteliers and caterers also ask about the size of the tent. A suitable tent not only creates a pleasant atmosphere, but also offers protection from unforeseen weather conditions - for all guests.

Here we show you a selection of options as examples. It is important that you enquire about the regulations on site with the relevant authorities. We will give you a few tips to help you make your decision.

Number of Guests

An obvious criterion for the choice of tent size is the number of expected/invited guests. Before finalising your decision, it is important to make a realistic estimate of the number of guests. Both the total number of guests and the number of seats should be determined as accurately as possible. For example, a cocktail party requires less space per person than a wedding or a company anniversary. This seems obvious, but the dimensions of how and when guests feel uncomfortable due to the amount of space required are often underestimated or overestimated.

Event Location

The location of an event is as individual as the event itself that you want to organise. A café is usually an unsuitable venue for a wedding reception, as is a town hall or registry office. RÖDER has already been able to organise many events in unusual locations with entire tent landscapes. Both at an altitude of over 1,400 metres and for major sporting events, in a wide variety of seasons and weather conditions. A tent can be erected on almost any surface. The ground can also be adapted to the respective event with the help of different flooring systems.

Versatile Applications

Whether family celebrations, sports festivals, concerts, corporate events, product presentations, VIP events, trade fairs, roadshows, fashion shows, conferences, open-air restaurants, salesrooms: RÖDER P-TENTS are represented all over the world with a wide variety of tent shapes, flexible and modular spans, lengths and heights as well as an extensive range of accessories.

Especially for the catering and hotel sector, "unused" open spaces can generate additional income, for example for public viewing. Customised solutions allow open spaces to be used effectively and create an unforgettable public viewing experience. Use this opportunity to create a magnetic attraction for football fans by offering an inviting, weather-protected ambience that invites them to linger. Here are more ways you can make better use of open spaces with our event tents.

Type of Event

The type of event also plays a decisive role. A wedding with a stage for live music or a party with a dance floor require more space to ensure sufficient freedom of movement. Sufficient space should also be planned for additional requirements such as buffets, bars, lounge areas and other activities.

Furniture and Equipment

The interior design should also be well thought out. Round tables require more space than long ones. Tables, chairs, buffets, bars and dance floors should be arranged so that there is enough space between them.

Seating and Catering

Basically, the same rules apply for a marquee as for catering. This means, for example, one person per m2 of tent space. However, this depends on the seating and catering in the tent. The following table lists various tent sizes (area in square metres) for different types of seating, which serve as a good guide.

Of course, it depends on the other equipment in the tent. If a dance floor with dinner is to be integrated into a tent, the number of square metres per person may well increase to four square metres. The dance floor itself requires an additional 1 m² per person.

Weather Conditions

A storm can quickly bring your party to a halt. Especially if it is an ordinary standard tent. Here you should seek the help and advice of a local tent hire company. They should know what kind of event requires a robust and hard-wearing tent with appropriate protection. If you are planning an outdoor event, it is advisable to plan extra space for this eventuality. Unexpected rain or cold weather will force guests to move into dry and warm rooms. Sufficient space should be available for this.

Consideration of the Service Providers

Everyone wants their party, wedding or other event to be something special. That's why it's important to plan enough space for catering teams, photographers and entertainers such as bands. They need work, break and storage rooms. You can create additional space for the service provider with stylish partition walls, plant pots or lounge furniture.

Particularly if a caterer is also responsible for on-site catering, you should ask them how much space they need in addition to the serving and storage areas for crockery etc. We recommend separating this area from the guest area. This allows the caterer and your guests to concentrate fully on preparing the food and on the event.

"Test" Seating

If you are very unsure, visit a hall or a tent of a similar size to get a better feel for the space you need. It is a good idea to ask local marquee hire companies which marquees are available during the season (April-October). Tent hire companies also usually cater for weddings, so you can get an idea of what might be of interest to you and take inspiration from other organisers.

Consider Additional Aspects

In addition, the following points are important for commercial organisers: permanent or seasonal set-up, quality of the construction as well as the roof and side tarpaulins and (quick) expandability if required.

Author:

Jens Sturmhöfel, Head of Tent Solutions. Tent Solutions is RÖDER's business division for event solutions. Jens has been with RÖDER since 2015. He started in Sales Germany and from 2019 in Sales International until he was appointed Head of Tent Solutions at the end of 2021. As a specialist, he was responsible for events in the festival sector (e.g. Hurricane), in the sports sector (e.g. Bad Homburg Open and the UEFA European Championship 2020, which took place at 13 different locations throughout Europe and thus posed a unique logistical challenge). Jens is an expert in the areas of space solutions for large events, event construction, rental and sales.