Tent and chair hire: how many guests and what size tent you need

Begin with a realistic guest estimate

Make an initial guest list and distinguish between people you have invited and those who have confirmed. If responses are still coming in, use a sensible estimate and update it when you know more. Tell the tent supplier whether your number is a firm headcount or an early estimate.

Think about who will be using the tent throughout the event. The number of guests expected at one time may differ from the total number invited, especially if people will arrive at different times. Explain the event and expected attendance when discussing your options, and avoid assuming that a smaller tent will work simply because some guests may leave early.

Consider how the space will be used

The same guest count can call for different layouts. A setup focused on seating may differ from one that also needs tables, a head table, a backdrop or room for other planned activities. Before choosing a tent, consider what guests will do under it and how you would like the space arranged.

Write down the basics: whether chairs are needed, whether seating should be arranged in a particular way, and whether there are other event requirements to discuss. Remember access between seats and any guests who may need extra room to move comfortably. You do not need to invent a floor plan; sharing your priorities helps the supplier discuss an appropriate setup.

Understand the 50- and 100-guest options

Events by Jen offers a medium tent for up to 50 guests and a large tent for up to 100 guests, with matching chairs available. These are the two hire options to start with when discussing your event.

Treat the figures as capacity guidance, not a guarantee that every layout will fit the same number of people. Share any table arrangements or extra space needs when you enquire. A guest list of 50 is a reason to discuss the medium tent, but the full setup still needs to be considered. The same applies to a gathering approaching 100 guests.

If you are between the options or expecting more than 100 guests, do not assume a particular arrangement is available. Send the team your expected attendance and explain the layout you have in mind. Confirm what can be supplied before making the rest of your plans.

Count chairs separately

Check how many people will need a seat at the same time and whether the venue already has any chairs you intend to use. Tents and chairs can be hired together or separately, so make your request clear. Tell the team if you need both rather than assuming chairs are included automatically in a tent enquiry.

Check the venue and delivery arrangements

Provide the event location and ask about delivery and setup. Events by Jen is based in Kiserian and serves Kajiado County and parts of Nairobi; delivery depends on your location. Share directions and any information that may affect access, including venue rules and when suppliers can enter.

Ask what the team needs to know about the available ground and where you hope to position the tent. Confirm the agreed setup time, who will be on site to coordinate, and collection arrangements. Raise access questions early rather than waiting until delivery day.

Send a clear quote request

Include your date, location, estimated guest count, whether you need a tent, chairs or both, and any layout preferences. If you want draping, flowers or table styling too, mention that in the same conversation so the complete setup can be discussed.

As the date approaches, update the team if your guest count or layout changes. Recheck the agreed arrangements and confirm who will meet the delivery team. Choosing with the whole event in mind gives you a practical foundation for a comfortable gathering, rather than relying only on a capacity number.