How to use the table and chair count calculator
- Enter the number of guests, including the hosts.
- Enter the seats at one table. The 8 shown is an example, so use what your tables hold.
- Open More options if some guests sit at a separate head table, or to change the cushion of spare chairs.
- Read the number of tables, the guests at each, the empty seats and the chairs to set up.
Formula
guest tables = (guests - head table seats) / seats per table, rounded up
guests per table when seated evenly = guests at the guest tables / tables, rounded up
chairs = guests x (1 + spare chairs), rounded up
The last table may be partly empty. Seating evenly spreads the empty seats instead.
A party of 120
120 guests at 8 seats a table need 120 / 8 = 15 tables exactly, with no empty seats. With a 5% cushion the chairs are 120 x 1.05 = 126.
If 10 of the guests sit at a head table, the other 110 need 110 / 8 = 13.75, so 14 guest tables with 2 empty seats, 15 tables in all. Seventy-five guests at 10 seats need 8 tables, with 5 empty seats, and seven guests at 8 seats need a single table.
Beyond the count
The count assumes every seat is used. In practice, couples and families sit together, and a table of 8 may hold only 7 once you account for the group. Counting a few spare seats per table lets you place groups without splitting them up.
Leave space between tables for guests and servers to move, and keep walkways clear of exits. Your venue and local fire rules set the limits, and they take priority over any count on this page.
Planning the rest of the event
Check whether the room is big enough with the Banquet Hall Capacity Calculator. Sort guests into tables with the Seating Chart Maker and keep names in the Guest List Manager. The Party Food and Drink Calculator estimates what to serve them.
Assumptions and limits
- Every table seats the same number of people.
- The head table is a separate table and is counted once.
- Spare chairs are a percentage of the guest count, rounded up.
- Standing guests, children's tables and buffet tables are not counted.
Frequently asked questions
How many tables do I need for my guests?
Divide the guests by the seats per table and round up. 120 guests at 8 seats a table need 15 tables.
How many chairs should I set up?
Set up one chair per guest plus a cushion for late arrivals. A 5% cushion on 120 guests is 126 chairs.
What if I have a head table?
Enter its seats in More options. Those guests are taken out of the guest count and the rest are divided among the other tables.
How can I seat guests evenly?
Divide the guests by the number of tables and round up. The page shows that number, so you can fill every table nearly the same.