Graduation season is a whirlwind of caps, gowns, and celebrations. For a party of 40 guests, renting tables, chairs, and pop-up tents transforms a backyard, park, or venue into a polished, comfortable gathering spot. This guide walks you through planning, quantities, costs, and pro tips to ensure your grad’s big day shines—rain or shine.
1. Why Rent Instead of Buy?
- Cost-effective: A one-day rental is 10–20% of purchase price.
- No storage hassle: Return everything post-party.
- Professional quality: Commercial-grade items withstand wind, spills, and rowdy toasts.
- Delivery & setup options: Many companies handle logistics for $50–$150.
- Try www.tgeventrental.com
2. Guest Count Math: 40 People ….Break it down:
- Adults: ~30 (parents, relatives, teachers)
- Teens/young adults: ~10 (grad’s friends)
Aim for 80% seated at once (32 seats) so guests can rotate for buffet lines, photos, and dancing.
3. Tables: Styles & Quantities
| Table Type | Seats | Qty Needed | Total Tables |
|---|---|---|---|
| 60″ Round | 8 | 4 | 4 (32 seats) |
| 8′ Banquet | 8–10 | 1 | 1 (buffer) |
Extras:
- 1–2 buffet tables (6′ or 8′)
- 1 gift table (6′)
- 1 dessert/cake table (48″ round or 6′)
Total tables: 7–9Pro tip: Rounds encourage conversation; rectangles save space.
4. Chairs: Comfort Meets Style
- Standard: Folding resin or plastic (white, black, or wood-look)
- Qty: 40–45 (extra for standing-room turnover)
- Upgrades: Padded seats (+$1–$2/chair) or chiavari ($6–$9/chair) for Instagram-worthy photos.
5. Pop-Up Tents: Weather Insurance
| Size | Coverage | Qty | Best For |
|---|---|---|---|
| 10×10 | 100 sq ft | 3–4 | 30–40 people + buffet |
| 10×20 | 200 sq ft | 2 | Open layout |
Coverage goal: 10 sq ft per guest → 400 sq ft total (four 10x10s or two 10x20s).Features to request:
- Sidewalls (mesh or solid) for wind/rain
- Weighted bases or stakes (no concrete? Ask for water barrels)
- UV-resistant canopy
6. Sample Rental Shopping List (40 guests)
| Item | Qty | Avg. Cost (1 day) |
|---|---|---|
| 60″ round tables | 4 | $10–$15 ea |
| 8′ banquet tables | 3 | $8–$12 ea |
| Folding chairs | 45 | $1.50–$3 ea |
| 10×10 pop-up tents | 4 | $50–$90 ea |
| Sidewalls (per tent) | 8 | $15–$25 ea |
| Delivery/setup | – | $75–$150 flat |
Estimated total: $650–$1,100 (varies by region and upgrades)
7. Booking Timeline
| When | Action |
|---|---|
| 6–8 weeks out | Reserve tents (high demand in May/June) |
| 4 weeks out | Lock in tables/chairs |
| 1 week out | Confirm delivery window & layout sketch |
8. Questions to Ask Rental Companies
- Minimum order? Some require $300–$500.
- Damage waiver? Usually 10% extra—worth it.
- Cleaning fees? Avoid surprises for cake frosting on chairs.
- Rain plan? Free reschedule or credit?
- Setup crew? Confirm they level tents on uneven ground.
9. Budget Hacks
- Weekdays: 20–30% cheaper than Saturday.
- Bundle: Same vendor for all items = free delivery.
- Local parks: Permit fees ($25–$100) often cheaper than venue rental.
- DIY pickup: Skip delivery ($75–$150 savings) with a truck/SUV.
10. Eco & Aesthetic Touches
- Linens: Rent vs. buy disposable (polyester $8–$15/table).
- Lighting: String lights under tents ($20–$40 rental).
- Greenery: Potted plants or garlands (rent for $5–$10 each).
Final Checklist
- Book tents first www.tgeventrental.com
- Send layout sketch to rental company
- Confirm 40–45 chairs (never exact headcount)
- Reserve 2–3 backup chairs for surprise guests
- Schedule pickup Sunday morning (avoid rush fees)
With this plan, your graduate’s party will be the talk of the class of 2026—comfortable, stylish, and stress-free. Cheers to the next chapter!
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