Event Tips
What size dance floor will I need for 200 people?
Rule of Thumb: 3 square feet of dance floor per dancing guest. 2/3 of the party can be dancing at any one time.
Example: For 200 guests, what size dance floor would I need?
2/3 of 200 guests = 132 guests
132 guests x 3 sq ft per guest = 396 sq ftWe would recommend a 21’ x 21’ dance floor which is 49 sections of parquet dance floor.
*Our parquet dance floor comes in 3’x3’ sections.
*Our black or white acrylic dance floor comes in 4’x4’ sections.
What size of space would if I am having a party for 250 people?
Depending on the size of your tables, your food service style (seated, buffet, or food stations), and entertainment, the space will vary in size. To accurately determine the minimum required space for the party, you will need to have an idea of the above mentioned items. Please use our Space Requirement Guidelines to help guide you in determining the space needed for your party.
Example: For a 250 person standing cocktail reception with 3 bars and 21’x21’ dance floor and stage for entertainment, what size space would I need?
Standing cocktail reception – estimate 5-6 square feet per person x 250 people = 1,500
8’ rectangle table for a bar – estimate 65’ square feet per bar x 3 bars = 195 square feet 8’ rectangle table for food – estimate 65’ square feet per food station x 3 stations = 195 square feet
21’ x 21’ dance floor – 441’ square feet
16’ x 20’ stage (will vary depending on band requirements) – 320’ square feet
Total minimum space required – 2,651 square feet or 40’ x 70’ space
How much space is recommended when setting up tables?
Rule of Thumb: estimate 5’ between the tables. Make sure that all of your seating is comfortably arranged, with enough aisle space between tables for your guests and wait staff to move about comfortably.
How much space is required for a sit down buffet?
Rule of Thumb: Estimate 20 square feet per person.
How many glasses will I need for a cocktail party?
Rule of Thumb: 1.5 glasses for the first hour; 1 glass per each additional hour per guest
Example: A cocktail reception for 75 people for three hours would need how many total glasses?
75 people x 1.5 glasses for the first hour = 112.5 glasses
75 people x 1 glass for the second hour = 75 glasses
Total glasses: 187.5/188
If I am having a buffet dinner how many plates should I order?
Rule of Thumb: 1.25 plates per guest to allow for seconds
Note: It may change if you are serving multiple main courses. Rely on your caterer or planner for the appropriate amount of plates as they are the experts on food service.
If I am using small plates and creating “stations” for my buffet how many plates should I order?
Rule of Thumb: Estimate 5 plates per person Note: You many also need to think about the length of the event, do guests come and go or will they remain in the same area for the entire event, and how many stations are serving at the same time. These factors may increase or decrease the number of plates. Rely on your caterer or planner for the appropriate amount of plates as they are the experts on food service.
Is sterno provided with your chafing dishes and hot boxes?
The appropriate amount of sterno is provided with our chafing dishes. However, if you are ordering a sterno hot box, they are not included. If you need sterno for the hot box, they must be ordered separately.
Can I book a tent the day before my event?
Yes and no. If we have availability on the tenting and the event is in your backyard, you can book a tent the day before your event. However, we do not recommend ordering a tent the day before because during our peak seasons we sell out of tents many months in advance. If you event is being held within Davidson County and not at a personal residence, we are required to obtain a tent permit through the Fire Marshall. The Fire Marshall requires at least 72 hours prior to the event date for a permit to be filed.
Do you deliver? If so, what is the cost?
Yes! Liberty Party Rental will be happy to deliver your order to you. The cost of delivery includes a “round trip” delivery and pick up service on your original order and is based on the destination area. Normal delivery hours Monday through Saturday are from 9:00 a.m. – 4:00 p.m. As we know in this business, many of the delivery/pick up times can be outside this window of time. We charge an additional fee for deliveries outside the normal delivery hours. Please inquire.
Do you rent concession equipment?
Yes, we rent Sno Kone machines, cotton candy machines, and popcorn machines.
SnoKone Machine:
What are the electrical requirements and ice needed for the SnoKone machine?
The SnoKone operates on 120 Volt, 15 Amp, single phase, 60 cycle AC current. Be sure that your electrical supply meets this requirement.The SnoKone can take ice cubes or block ice, if you break the block into pieces approximately 3 to 4 inches in size. NOTE: The ice will not enter the shaving chute if the pieces are too large.
How many servings are in a gallon of SnoKone Syrup?
Approximately 64 – 2 ounce servings 1 pump of the syrup = 1 ounceWhat accessories do you carry for the SnoKone machine?
SnoKone cups, syrup in gallons, and 1 ounce disposable pumpCotton Candy Machine:
What are the electrical requirements for the Cotton Candy machine?
The machine requires a 15 amp, 120 volt, 60 Hertz standard wall receptacle. The power supply cord is equipped with a machine ground. For safety, always plug the machine into a grounded receptacle, which has been tested for proper polarity to insure electrical safety. Be sure that your electrical supply meets this requirement. How many servings are in a container of cotton candy sugar floss? Approximately 40 to 70 cones What accessories do you carry for the Cotton Candy machine? Clear bubble top for protection, cotton candy cart with wheels, cones, bags, and cotton candy sugar (floss sugar)Popcorn Machine:
What are the electrical requirements for the Popcorn machine?
The popcorn machine operates on 120 Volt, 15 Amp, single phase, 60 cycle AC current. Be sure that your electrical supply meets this requirement.How many servings are in the popcorn with coconut oil and seasoning packet?
Our machine has a 6 oz kettle so we use 6 oz packets. We only sell our popcorn by the case which is 36 – 6 oz popcorn packets. If you pop all of the packets you will have 216 oz of popcorn. Our bags that we sell hold 1 oz of popcorn.What accessories do you carry for the Popcorn machine?
Popcorn cart, popcorn bags, and popcorn/oil/salt kit pouches
Additional Tips
Please be sure to keep copies of all paperwork, faxes and emails pertaining to your rental, to ensure that you have the details and information you need easily accessible to you until your rental is complete. Prior to your event, designate a person or persons to help with setup and breakdown of your items, so that you don’t find yourself scrambling for help at the last minute. Take note of how items are packaged/wrapped and delivered so that you can do the same to prepare them for pickup. Remember, Liberty Party Rental can handle setup and/or breakdown for an additional fee. If you wish to see items prior to renting so that you are sure they will meet your needs and satisfaction, you are welcome to schedule a showroom appointment with one of our experienced Account Managers in advance of placing your order. Contact Liberty Party Rental and we will be delighted to arrange a showroom appointment.