A practical planning guide
Choose your layout.
Then choose your tent.
The right tent depends on how you use the space, not just the number of guests.
Start with your guest arrangement
A cocktail reception, a lounge gathering and a banquet dinner each need a different amount of space. Tell us how guests will be seated and which additional areas belong under cover.
| Your event layout | Include in your plan |
|---|---|
| Standing / cocktail | Cocktail tables, bar area, food service and clear circulation routes |
| Lounge seating | Couches, ottomans, coffee tables and gaps between seating groups |
| Seated dining | Table sizes, chair spacing, aisles and service routes |
| Ceremony / presentation | Chair rows, centre aisle, stage and any technical equipment |
Measure your usable venue space
Share the length and width of the installation area, plus any trees, buildings, pools or other obstructions. The nominal tent dimensions do not guarantee the same fully usable covered floor area. The pitch and anchoring arrangement affect the final footprint.
Check the ground and access
Tell us whether the surface is grass, concrete or paving. Confirm underground pipes, cables, irrigation and venue restrictions before any pegs are installed. Sites that need ballast require assessment and may carry additional costs.
Allow time for installation and collection
Agree access times with your venue and tell us when the event starts and finishes. Installation timing depends on tent size, equipment, site conditions and travel. Venue certificates or other documentation should be requested when you ask for a quotation.
Send these details for an accurate quote
- Event date, start time and collection requirements
- Guest count and seating arrangement
- Venue address, measurements and photographs
- Ground surface, access and venue restrictions
- Furniture, lighting, stage or dance floor requirements
Tent capacity · Up to 500 guests
Tent sizes and guest capacity.
Compare lounge seating, standing cocktail receptions, beer-bench seating and formal dining. These are conservative planning estimates for the dimensions shown, not confirmed capacities or a list of guaranteed stock. Larger sizes may require an alternative tent type or an agreed multi-tent arrangement.
Figures reserve 20% of the nominal area as a general allowance for poles, edges and circulation. They then allow 2 m² per lounge guest, 1 m² per standing cocktail guest, 1.1 m² per beer-bench guest and 1.5 m² per formal dining guest. All figures round down to the nearest five and are capped at 500 guests. A measured furniture layout may produce a lower capacity.
On a phone, swipe the table sideways to compare all seating styles.
| Tent size | Nominal area | Lounge All guests seated | Cocktail Standing, scattered high tables | Beer benches Tables & benches | Formal dining Tables & chairs |
|---|---|---|---|---|---|
| 6 × 7 m | 42 m² | 15 | 30 | 30 | 20 |
| 6 × 9 m | 54 m² | 20 | 40 | 35 | 25 |
| 6 × 12 m | 72 m² | 25 | 55 | 50 | 35 |
| 8 × 10 m | 80 m² | 30 | 60 | 55 | 40 |
| 10 × 10 m | 100 m² | 40 | 80 | 70 | 50 |
| 10 × 12 m | 120 m² | 45 | 95 | 85 | 60 |
| 10 × 15 m | 150 m² | 60 | 120 | 105 | 80 |
| 10 × 20 m | 200 m² | 80 | 160 | 145 | 105 |
| 10 × 30 m | 300 m² | 120 | 240 | 215 | 160 |
| 12 × 30 m | 360 m² | 140 | 285 | 260 | 190 |
| 15 × 15 m | 225 m² | 90 | 180 | 160 | 120 |
| 15 × 20 m | 300 m² | 120 | 240 | 215 | 160 |
| 15 × 30 m | 450 m² | 180 | 360 | 325 | 240 |
| 15 × 35 m | 525 m² | 210 | 420 | 380 | 280 |
| 15 × 40 m | 600 m² | 240 | 480 | 435 | 320 |
| 20 × 20 m | 400 m² | 160 | 320 | 290 | 210 |
| 20 × 30 m | 600 m² | 240 | 480 | 435 | 320 |
| 20 × 35 m | 700 m² | 280 | 500 | 500 | 370 |
| 20 × 40 m | 800 m² | 320 | 500 | 500 | 425 |
| 20 × 50 m | 1000 m² | 400 | 500 | 500 | 500 |
| 20 × 60 m | 1200 m² | 480 | 500 | 500 | 500 |
| 25 × 40 m | 1000 m² | 400 | 500 | 500 | 500 |
| 25 × 50 m | 1250 m² | 500 | 500 | 500 | 500 |
Choose the right seating column
Lounge: couches, ottomans and coffee tables with space between groups. Cocktail: guests mainly standing and mingling; this is not a seat for every guest. A cocktail setup with stools for everyone needs a separate furniture layout. Beer benches: guests seated at rectangular tables with bench seating. Formal dining: guests seated at dining tables with individual chairs; round tables and wider service aisles can need more space.
Planning for 500 guests?
Using these assumptions, start discussions around a 25 × 50 m footprint for fully seated lounge arrangements, 20 × 35 m for standing cocktails or beer benches, and 25 × 40 m for formal dining. These are indicative footprint requests: available tent sizes, tent type and installation options must be confirmed. The venue must also accommodate anchoring and access outside the covered area.
Add your extra event areas
Subtract any dance floor, stage, buffet, bar, DJ area or catering space before calculating guest seating. Do not assume the 20% general allowance covers all of those extras. Stretch tent slopes, low edges and pole placement can reduce usable cover further. Send a measured venue sketch and the actual furniture requirements so we can confirm the layout before booking.