Event Planning Calculator

Event Details
Venue and Setup
Amenities and Equipment
Table Design
Flooring
Additional Customization

Event Details

Type of event

Approximately, how many hours will the event last in a given day?

How many guests will be attending?

Do you know the type of surface the tent will be set up on?

Grass Sand Asphalt Dirt Concrete Gravel Unsure

Houston Tents & Events Tip: Tents are typically secured using stakes driven into the ground, which is easy on soft surfaces like grass or dirt. However, harder surfaces like asphalt, concrete, and gravel don’t allow for staking, requiring tents to be anchored with weighted items.

How would you like your seating arrangements?

Theatre Style

Cocktail

Banquet

Sit down dinner

Will you have any of the following?

Dance Floor DJ Area Buffet Tables Bars None, Seating Only

We also recommend a dance floor of at least [number] square feet, assuming one-third of your attendees will dance at any given time. If you have a higher percentage of women to men, increase the size by about 25%.

Dance Floors

Suggested Bars

We recommend getting at least a ( sq ft.).

Tent Suggestions

Will you need a stage?

Small Stage Large Stage No, I do not need a stage.

Will you need restroom trailers?

Yes No

Demand for restrooms will rise if alcohol is served. If it is, add 10 percent to 20 percent more port-a-potties.

We recommend [restroom type and size from the condition]

Is alcohol being served?

Yes No

If your event setup requires tent staking, please reach out to Texas 811 to have all public underground utilities on your property marked. Texas 811 does not mark private irrigation systems, such as sprinkler lines. For these, you’ll need to contact your landscaping company directly to ensure they are clearly marked.

For tents that need alternative anchoring, we need at least 3 feet of clearance on all sides of the tent to accommodate the blocks.

I’ll handle it.

Venue and Setup

Event Location

Square Footage Available (Note: If you're not sure about the exact size, give your best estimate or consult your venue provider. This helps us recommend the appropriate setups and decorations for your space.)

Do you knnow the type of surface the tent will be set up on?

Ceremony Dining Reception Performances Presentation Ribbon Cutting Social Gathering Other

What activities will take place outside the tent?

None Food and Beverage Stations Check-in Areas Sports and Outdoor Activities Booths Party Area Other

What is the load-in and setup schedule for your vendors? This helps us optimize our setup and minimize disruptions.

Would you like our team to be on-site before the official load-in begins?

Yes No

Do you have a specific time window for setup or breakdown?

Yes No

Please provide time details and instructions.

Is there any additional information we should know about accessing the site (e.g., types of vehicles allowed, time windows for private residences, gates, restricted areas, security clearance)?

Amenities and Equipment

Is there a water source available for restrooms?

Yes No

Do you need a generator?

Yes No

If yes, how long will you need power for the event? Leave blank if you don’t need a generator.

Days Generator Will Be In Use

Event Day Day Before Event (for vendor load in/sound and AV testing/cooling down tent) Two Days Before Event (for vendor load in/sound and AV testing/cooling down tent) After the Event (for vendors to clean up and disassemble)

What type of equipment will the generator need to power?

Sound and Audio-Visual Equipment Lighting Basic Catering Setup (warming cabinets, 1-2 fridge/freezers) Advanced Catering Setup (fryers, ovens, multiple refrigeration units) Professional Catering Setup (comprehensive) Big Production/Act/Concert Portable AC unit Industrial AC unit Multiple Industrial AC units

Would you like to include a standby generator?

Yes, to cover unexpected power needs or issues. No

Considering the time of year, will you need air conditioning? We highly recommend using AC for events in June through September.

Yes No

Would you like to have fans in your tent?

Yes No

Table Design

Will you need tables for your event?

Yes No

Will you need tables for your event?

Yes No

Preferred Table Setup

Corporate Events

6-foot Classroom Tables (seats 3 people) 8-foot Classroom Tables (seats 4 people)

For Socials and Other Events

6-foot Rectangle Tables (seats 6 people) 8-foot Rectangle Tables (seats 8 people) 36-inch Round Tables (seats 2 to 4 people) 48-inch Round Tables (seats 6 people) 60-inch Round Tables (seats 8 people) 72-inch Round Tables (seats 10 people)

Table Options

Linen Options

Will you need any specialty tables or items for activities?

Check-in/Sign-in Large Cake Table (Main Cake) Small Cake Table Gift Table Tea Service Refreshment High-tops Around Dance Floor

Special Tables & Items

What type of food service will you be having?

Food Stations: Guests can watch as chefs prepare dishes and serve them fresh. How many stations do you anticipate? Single Line Buffet: Guests serve themselves from one side of the table. Double-sided Line Buffet: Guests can serve themselves from both sides, speeding up the flow.

Standard (30 inches wide) [Show 8' x 30" Tables] Extra space (36 inches wide) [Show 8' x 36" Tables] Maximum space (48 inches wide)

Food Service Items

Would you like charger plates?

Yes No

Would you like dinner plates?

Yes No

Would you like salad plates?

Yes No

Would you like flatware?

Yes No

Would you like water glasses?

Yes No

Would you like wine glasses?

Yes No

Would you like champagne glasses?

Yes No

Would you like other glassware?

Yes No

Would you like napkins?

Yes No

Would you like table runners?

Yes No

Would you like more decor?

Yes No

Do you think you need any of these extra rentals?

Gaffe tape to secure cables, equipment, and decor Motorola communications equipment for event coordination Christmas decor to add a seasonal touch Games to keep your guests entertained Golf carts for transportation Bleachers for large crowds Accent tables for display areas

Do you need chairs?

(Note: We recommend choosing resin chairs for outdoor settings, particularly if your event will be held on grass or uneven terrain.)

Yes, I’d like resin chairs. Yes, I’d like wooden chairs. Yes, I’d like conference folding chairs. No

Flooring

Does the event space require leveling?

(Basic leveling is critical to ensure stability and safety, especially if the ground is uneven)

Yes No

What type of subfloor would you like? A subfloor provides a stable and level surface, especially important for outdoor events or uneven terrain.

Plastic Wood

What type of flooring would you like for your event?

Faux Wood Vinyl Turf Carpet More Plush Carpet

Additional Customization

Do you have a set budget we should keep in mind while planning?

What is the theme or color palette of your event?

Do you have any other questions, requests, or details you would like to share about your event? This is your opportunity to provide any further information that we haven’t specifically asked for but that you believe is important for your event’s success.

When would be the best time to contact you?

Morning Afternoon

Remember, you can continue to browse our catalog and add more items to your wishlist before submitting your wishlist.

After submitting, you can expect to receive a quote within 1-2 business days.

If you have any immediate questions or need further assistance in the meantime, please feel free to contact us directly. Thank you so much for planning your event with us!

Event Planning Calculator