Free download · Any event
Free Rental Order Calculator
Rental orders usually go wrong on the small stuff: not enough plates for a buffet's second trip, no flutes for the toast, ice that runs out by 8 p.m. Change the yellow cells and every quantity recalculates.
What's inside
Everything in the kit
- Inputs: guests, share seated, seats per table, service style, courses, hours, bar, cocktail hour
- Seating: chairs, guest tables, buffet and utility tables, cocktail tables
- Linens and napkins with spares
- Dinnerware and flatware by course and service style
- Glassware, toast flutes and ice in pounds
- Chafing dishes, coffee urns, dispensers and trash stations
Files you get
- ExcelRental Order Calculator (Excel)30 quantities from 9 inputs, with how each one is calculated
Read next
Guides that go with this download
- Baptism and Christening Party Rentals: Tables, Chairs and LayoutsPlan a baptism or christening party in the Chicago area with the right tables, chairs, a cake table and kids seating for 30 to 100 guests.
- Bar Tools and Cocktail Napkins Checklist for Any EventA printable checklist of bar tools, garnish supplies, cocktail napkins and counts per guest so your bartenders aren't missing anything on event day.
- Bounce House Rental: Safety, Space and Power ChecklistHow much space a bounce house needs, how to anchor it, what wind is too much, power and supervision rules, and questions to ask before booking one.
- Brunch Party Rentals for 20 to 50 Guests: Tables, Chairs and BuffetHost a brunch for 20 to 50 with the right tables, chairs, a buffet or station plan, mimosa bar and place settings. Counts, a floor plan and a timeline for Chicago.
- Casual Place Setting Diagram: How to Set a Relaxed Dinner TableA simple casual place setting diagram with plate, fork, knife, glass and napkin, plus what to add or drop for backyard parties, buffets and family dinners.
- Chicago Alley Deliveries: Getting Party Rentals to Your BackyardHow rental deliveries work in a Chicago alley, from garage doors and dumpsters to gates and gangways, and how to plan a clear path to the backyard.
- Chicago Loft Party Rentals: Layout, Seating and Setup TipsHow to plan seating, tables and logistics for a loft party in Chicago, including columns, hard floors, freight access, acoustics and lounge zones.
- Chicago Rooftop Event Rentals: Wind, Weight and Building RulesWhat to check before renting chairs and tables for a Chicago rooftop event: wind, weight limits, access, building rules and which furniture holds up.
- Clearspan Structure Tents: When to Rent One in ChicagoWhat a clearspan structure tent is, when it beats a frame tent, how it is anchored and what to ask before you rent one for a large Chicago-area event.
Questions
About the Rental Order Calculator
How many plates do I need per guest?
For a buffet, plan about 1.5 dinner plates per guest for second trips, plus one each for salad and dessert if served. Plated dinners need one per course. The calculator adds a 10 percent spare you can change.
How much ice do I need for a party?
A common rule is about 1.5 pounds per guest for drinks, plus more for chilling bottles on long or hot days. The calculator adds extra for each hour of the event.
Is the rental calculator really free?
Yes. Enter your email and the download links appear right away, with no account needed. You can unsubscribe from planning emails at any time.
Will the spreadsheets work in Google Sheets or Numbers?
Yes. The Excel files open in Microsoft Excel, Google Sheets (File, then Import) and Apple Numbers, and the formulas keep working. CSV versions are there for any tool that prefers plain columns.
Can I share it with my partner, family or committee?
Yes. Print it, forward it or upload it to a shared drive. It is free for personal and nonprofit planning use.
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