Table Decor Quantities Calculator
Everything a seated event needs on the tables — tables, chairs, cloths, napkins, centrepieces and candles — from the guest count and seats per table, with spares and the cost at a rate per table.
Start with guests over seats per table, rounded up: that is the table count, and everything else follows — one cloth and one centrepiece per table, a chair and a napkin per guest, candles per table.
How the table decor quantities calculator works
Start with guests over seats per table, rounded up: that is the table count, and everything else follows — one cloth and one centrepiece per table, a chair and a napkin per guest, candles per table. Spares cover the stained cloth, the wobbly chair and the last-minute plus-one. Multiplied by a hire or purchase rate per table, the decor budget line appears.
Formula: tables = ⌈guests / seats⌉; items = tables or guests × per-unit × (1 + spare)
Worked examples
| Inputs | Tables | Note |
|---|---|---|
| 150 guests, tables of ten | 15 | 15 tables |
| Tables of eight | 19 | 19 tables, two empty seats |
| With a head table | 15 | 14 floor tables plus one |
FAQFrequently asked questions
How many guests per table?
Eight to ten at a 5-foot or 1.5-metre round; six at a 4-foot; twelve at a 6-foot. Ten is the caterer's standard; eight is more comfortable and costs a fifth more tables.
How many spares?
Ten per cent of linens and chairs is the usual allowance for stains, breakages and late additions. Centrepieces rarely need spares; candles do.
What does a table set cost?
Hire of cloth, napkins and a simple centrepiece runs from tens to a few hundred per table depending on florals. Enter the quote you have; the page turns it into a budget line and a per-guest figure.
What about the head table?
Enter its seats separately and it is counted as one extra table, with the floor tables sized for everyone else.
Why do the empty seats matter?
A table of ten with two empty seats looks sparse; better to seat nine at each of two tables. The empty-seats row tells you when to rebalance.
Where these figures come from
- US FDA Food Code — food service guidance — holding and service context behind catering quantities
- UK Food Standards Agency — the UK food regulator
Last checked: September 2026. Portion and spacing figures are standard catering and event-industry conventions, stated on each page.