Plan your event with confidence
A great event starts long before the tent goes up. Whether you’re planning a backyard wedding, a graduation party, a festival or a company barbecue, this page walks you through what to book, when to book it, and how much space and equipment you’ll need.
Use it as a starting point, then talk to us. Every site and every guest list is different, and a quick call or a free site visit from Peak Rentals will turn these rules of thumb into a plan that fits your event.
Our top planning tips
- Start with your guest count and how you’ll use the space. A seated dinner, a buffet with room for a line, a dance floor and a bar all need their own space. Plan the tent around the event, not the other way around.
- Book early. Tents go fast in wedding season (late spring through early fall here in the Maritimes, especially weekends). Reserve as soon as your date and guest count are set. Talking with us 3 to 6 months ahead is ideal.
- Reserve for your maximum guest count. You can reduce your order once RSVPs are in, but adding items close to the date depends on what’s still available.
- Set your rental budget before choosing items. It keeps decisions simple and helps us suggest the right options.
- Check what your venue already provides, then rent the rest. An outdoor tent event usually means arranging everything a hall would normally supply: power, lighting, washrooms and a catering area.
- Ask your caterer and DJ what they bring, so nothing is doubled up or missed.
- Think about the ground. A flat, level site matters, especially if you want a floor. A floor also keeps guests dry and comfortable, since grass gives off dampness in the evening.
- Plan for sidewalls. They roll up on nice days and protect against wind, rain and bugs when you need them.
- Set the mood with lighting and decor. Uplighting, string lights, linens and centrepieces transform a tent on any budget.
- Ask what’s included for setup and takedown, and what you’ll need to do on site.
- Plan related events together. If you’re also hosting a shower, rehearsal dinner or day after brunch, book those rentals at the same time as your main event.
- Confirm everything about a week before. Final numbers, dates, delivery times and any last decisions on sidewalls.
- Walk through the tent after setup. Make sure every detail is where you want it before your guests arrive.
Your planning timeline
Keep coming back to this timeline as you plan. Early decisions, like your date, budget and location, make every later choice easier. It’s written for weddings and large outdoor events; smaller parties can start closer to the date.
| When | What to do |
|---|---|
| 12 months out | Set your date, budget and location. Decide on the style of event and time of day. Start your guest list. If you’re hiring a wedding or event planner, bring them in now. |
| 6 months out | Decide indoors or out, day or evening. Book Peak Rentals and your other key suppliers (caterer, entertainment, photographer, florist), since the best ones book up first. Research any permits your event needs and how long they take. |
| 4 months out | Get quotes from every supplier. If you have a theme, settle it now so it carries through invitations, rentals, decor and food. |
| 3 months out | Confirm your rental order for your maximum guest count. Ask about deposits and cancellation for tents and other outdoor items, since every company is different. Book your free site visit. Finish the guest list and order invitations, with the full street address of the event. |
| 2 months out | Do the site visit with Peak and your caterer to plan the layout and flow. Decide if your tent needs a floor (a catering tent always should). Check you’ll have enough power for food, music and lighting. Mail invitations. Arrange your marriage licence if it’s a wedding. |
| 6 weeks out | Apply for any permits or licences. |
| 1 month out | Plan any extra events, like a rehearsal dinner at home, and add those rentals to your order. |
| 2 weeks out | Collect RSVPs and follow up by phone. Write a simple schedule showing when each supplier arrives on site. |
| 1 week out | Give Peak and your caterer your final numbers. Make final calls on sidewalls. Plan your seating. Let your neighbours know the date, time and a contact number. Confirm every supplier’s arrival time. |
| 1 to 2 days before | Tent installation and rental delivery. Large tents, or any tent with a floor, may go up 2 days early. Make sure the site is clear and ready. |
| Event day | Rentals arrive before the caterer starts setting up. Walk through the tent, then enjoy your event. |
How big a tent do I need?
Add up the space for your guests, then add space for everything else under the tent. The total is the minimum tent size you need. A tent’s area is simply its width times its length, so a 20×40 tent is 800 sq ft.
Space for guests
| How guests are using the space | Space per person |
|---|---|
| Standing cocktail party | 6 sq ft |
| Cocktail party, some guests seated | 8 sq ft |
| Ceremony or theatre style rows of chairs | 6 sq ft |
| Classroom style (chairs at narrow tables) | 8 sq ft |
| Dinner at rectangular banquet tables | 10 sq ft |
| Dinner at round tables | 10 to 12 sq ft |
Space for everything else
| Item | Space needed |
|---|---|
| Buffet line | 100 sq ft per 8′ table |
| Food station | 100 sq ft each |
| Bar | 100 sq ft each |
| Beverage or coffee station | 100 to 150 sq ft |
| DJ or band | 100 sq ft (more for a stage) |
| Cake table | 50 sq ft |
| Gift table | 100 sq ft |
| Dance floor | see the dance floor chart below |
Common tent sizes at a glance (guests only, before buffets, bars or a dance floor)
| Tent size | Area | Seated dinner | Standing or ceremony rows |
|---|---|---|---|
| 20×20 | 400 sq ft | 30 to 40 | about 65 |
| 20×30 | 600 sq ft | 50 to 60 | about 100 |
| 20×40 | 800 sq ft | 65 to 80 | about 130 |
| 30×30 | 900 sq ft | 75 to 90 | about 150 |
| 40×40 | 1,600 sq ft | 130 to 160 | about 265 |
| 40×60 | 2,400 sq ft | 200 to 240 | about 400 |
| 40×80 | 3,200 sq ft | 265 to 320 | about 530 |
| 40×100 | 4,000 sq ft | 330 to 400 | about 665 |
Example: a wedding reception for 100 guests
| Item | Space |
|---|---|
| 100 guests at round tables (10 sq ft each) | 1,000 sq ft |
| Dance floor for 100 guests (14×14) | 196 sq ft |
| Buffet, two 8′ tables | 200 sq ft |
| Bar | 100 sq ft |
| DJ | 100 sq ft |
| Gift table | 100 sq ft |
| Cake table | 50 sq ft |
| Total | 1,746 sq ft |
A 40×40 (1,600 sq ft) would be too tight, so a tent in the 40×50 to 40×60 range gives everyone room to move. These numbers are a starting point; local safety codes, tent poles and your layout all affect the final size, so we’ll confirm it with you.
Tables, seating and linens
Pick your table by how many guests it seats, then match the linen. A floor length cloth drapes to the ground for a formal look; a lap length cloth hangs partway down and costs less.
| Table | Seats | Floor length cloth | Lap length cloth |
|---|---|---|---|
| 48″ round | 6 to 7 | 108″ round | 90″ round |
| 60″ round | 8 to 10 | 120″ round | 90″ round |
| 72″ round | 10 to 12 | 132″ round | 108″ round |
| 6′ banquet | 8 | 90″ x 132″ | 60″ x 120″ |
| 8′ banquet | 10 | 90″ x 156″ | 60″ x 120″ |
Leave room to move. For round tables, allow about 2.5 feet from the table edge to the back of each chair, about 5 feet between the chairs of neighbouring tables, and a clear aisle of at least 2 feet so servers can get through.
Count your chairs twice. If your ceremony and reception are in different spots, you may need ceremony chairs and dinner chairs, or time to move them between the two.
Dance floor sizing
Not every guest dances at once, so a dance floor doesn’t need to hold your whole guest list. Plan on roughly 2 to 3 sq ft per guest, or use this chart.
| Guests attending | Suggested dance floor |
|---|---|
| Up to 75 | 12′ x 12′ |
| 100 | 14′ x 14′ |
| 135 | 16′ x 16′ |
| 175 | 18′ x 18′ |
| 300 | 24′ x 24′ |
If your crowd loves to dance, go one size up. Remember to add the dance floor to your tent size.
How much food and drink?
Peak Rentals doesn’t carry food, drink or tableware, but we can source these items for you if requested. We’re often asked how much to plan for, so these averages are a handy starting point when you shop or talk with your caterer. Adjust for the length of your event, the time of day and how lively your crowd is.
| Item | Rule of thumb |
|---|---|
| Food, snacks only | about 0.45 kg (1 lb) per guest |
| Food, full meal | about 0.7 kg (1.5 lb) per guest |
| Appetizers | 5 per guest per hour for the first 2 hours, then 3 per guest per hour (a 3 hour party for 10 needs about 130) |
| Cocktails or mixed drinks | 2 per guest per hour for the first 2 hours, then 1 per guest per hour |
| Wine or champagne | one 750 ml bottle pours 5 glasses of 150 ml (5 oz) |
| Liquor | one 750 ml bottle pours about 16 shots of 45 ml (1.5 oz); one litre pours about 22 |
| Beer | one full keg is about 160 servings; one bottle or can is one serving |
| Punch | 3.8 L (1 gallon) serves about 10 guests at three 120 ml (4 oz) cups each |
| Ice | about 0.5 kg (1 lb) per guest; more outdoors on a warm day or for a long party, about half if drinks are already chilled |
| Napkins | about 4 cocktail napkins or 2 cloth napkins per guest per hour |
| Glasses | at least 2 per guest, so everyone can swap a used glass for a clean one |
Plan food about 6 weeks ahead. Pick your menu, buy non perishables early, and make ahead whatever you can. If a caterer is handling the food, share your guest count and layout with them and with us so serving tables match.
Lighting, power and safety
If your event runs past sunset, lighting and power need as much planning as the tent itself.
- How much light? For a bright, well lit tent, plan about 100 watts of traditional bulb brightness per 100 sq ft. For a soft, romantic glow, about 100 watts per 400 sq ft. Dimmers let you change the mood through the night.
- Mood lighting. Uplighting, string lights, pin spots on centrepieces and spotlights on the head table or cake create a dramatic look.
- Power. Make a list of everything that plugs in: lights, DJ or band, caterer’s equipment, coffee makers or fans. If there’s no outlet close by, or not enough power, ask us about a generator.
- Cords. Extension cords for lights and signs are an extra item; plan where they run so none cross walkways or end up under the head table.
- Safety. Larger tents may need lit exit signs with battery backup and fire extinguishers. We’ll tell you what your tent requires.
Getting your site ready
A ready site means a faster, safer installation. Before our crew arrives:
- Pick the spot. Choose the flattest, most level area you have. Allow about 5 feet around the tent for stakes and ropes.
- Have underground lines located. Tents are anchored with long stakes. Book free utility locates at least five business days before install through ClickBeforeYouDig.com or 1-800-663-9228, so buried power, gas, water and cable lines are marked. In New Brunswick, also request an NB Power underground locate at 1-800-663-6272. In Prince Edward Island, also call Maritime Electric at 1-800-670-1012.
- Tell us what’s hidden or overhead. Let us know about septic beds, sprinkler lines, trees or power lines over the tent area before the day of setup.
- Clear the area. Mow the grass and move furniture, vehicles, toys and anything else from the spot.
- Mark the corners. Put a flag or marker at each of the four corners where you’d like the tent.
- Plan access. Our truck needs to get close to the site. Tell us about narrow gates, soft ground, stairs or long carries.
- Check permits. Some municipalities and venues need a permit for a tent or a large gathering. Check with yours early, since approvals can take weeks.
Setting up on pavement or a hard surface? We can stake through pavement and repair it afterwards, or hold the tent down with ballast barrels, which cost more. Let us know your surface when you book, since it can change the price.
Weather and Maritime seasons
Maritime weather can change in an afternoon, so a tent is your weather insurance. It keeps guests dry and shaded without giving up the view.
- Sidewalls. Solid walls block wind and rain; window walls keep the view. Both roll up or come off on a nice day.
- Evening chill. Even in July, evenings near the coast can turn cool quickly. For evening events, and for anything in spring or fall, plan on sidewalls to block the wind, and let guests know to bring a warm layer.
- Hot, sunny days. Shade, rolled up sides and fans keep guests comfortable.
- Floors. A floor keeps feet dry if the ground is wet and makes dancing easier.
- Wind. Our crew anchors every tent for the site and the forecast. In high winds, safety comes first and we’ll talk with you about options.
- Our season. Tent installations run from spring to fall. From October to April, smaller rentals are available for pick up and return.
Free planning downloads
Printable rental checklists, a tent site prep sheet and planning timelines for weddings, outdoor events and corporate events. See all free planning downloads.
Ready to start planning?
Tell us your date, guest count and location, and we’ll help you work out the rest. Request a free quote or call us at 506-863-PEAK (7325) to book a free site visit.
