Rental quantities scale with guests: chairs one-per-guest, plates and glasses with a breakage buffer, linens per table. Multiply by the per-guest factor, add a buffer, and round up.
The example
120 guests, 2 glasses each, 10% buffer.
| A | B | |
|---|---|---|
| 1 | Item | Qty |
| 2 | Chairs (1×) | 120 |
| 3 | Glasses (2× +10%) | → 264 |
The formula
The formula:
How it works
How it works:
- Each item has a per-guest factor: chairs 1, dinner plates 1, glasses 2–3, napkins 2.
- Multiply by guests and add a buffer (5–15%) for breakage and spares.
ROUNDUPto whole items — rentals come in whole units (and often bundles).- Build a rental list: item, factor, buffer, quantity, unit price, line total with SUMPRODUCT.
Glassware needs the biggest buffer. Guests set down a glass, grab a fresh one, and breakage runs higher — plan 2–3 per guest plus a 15% spare, versus 1 plate per guest with a small buffer. A per-item factor table lets one formula size the whole order and a SUMPRODUCT gives the rental quote in a single cell.
Try it: interactive demo
Guests, per-guest count, buffer %.
Variations
Linens per table
One each:
Rental quote
Whole list:
No buffer
Bare minimum:
Pitfalls & errors
Buffer glassware most. Glasses turn over and break — 2–3 per guest plus spares.
Round up. Rentals are whole items, often in bundles.
Linens by table. Tablecloths scale with tables, not guests.
Practice workbook
Frequently asked questions
How do I calculate event rentals from headcount in Excel?
What buffer should I add?
How do I get a rental quote?
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