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Determining Quantity for an Upcoming Event

May 9, 2023

There are several key needs that may come up while planning any kind of event, and one that’s very common here is that of quantity. That is, how many people will be attending an event, how many of a given supply or rental type is needed, and many related topics that speak to quota and overall numbers.

At In The Event, we’re happy to help with these and numerous related event needs around Utah, from event rentals and equipment setup to all sorts of event planning services. Here are some of the “quantity” areas you’re likely to run into as you plan an event, plus how to consider and manage each of them.

Attendance Estimations

Naturally, one of the main “quantities” you’ll need to know is the number of expected attendees. This informs virtually every other element of your event planning, from food counted and beverages ordered to rental equipment needed and staff scheduling.

Be sure to get a realistic sense of how many people might attend your event so that everything else is planned properly. It’s better to have some extra supplies and staff on hand than not enough, so err on the higher side for your estimates.

As for how to go about this, the RSVP system is the most common way to get an idea of attendance. Don’t forget to consider any unexpected guests, too.

One additional consideration here is children. Will you be hosting an event for adults only? Or will children be allowed or even invited? This can make a huge difference in your numbers, so if children are a factor, be sure to account for them when making your estimates.

Food and Drink Needs

Another key element to consider is the amount of food and drinks your event will require. This won’t just be a total number (though that should certainly factor in), but also types, portion sizes, etc.

Do you want to serve no food at all? Or are you considering sit-down meals or buffets? What sort of beverages do you anticipate needing? Will you serve full meals, light snacks, or something else entirely?

These are all questions to consider when thinking about the food and drink needs of your event. Consider what type of cuisine and beverages will work best for the occasion (and your budget), then plan accordingly.

In many cases, using your RSVP for this purpose as well can help you get an accurate idea of food and drink needs.

Rental Items

Don’t forget rental needs. From chairs to tables, decorations to dishes and glassware, there’s likely to be a number of items your event will require that must be rented or borrowed from elsewhere.

Consider the location as well as the type of event you’re hosting in order to determine what will be required. For example, an outdoor wedding may need more tents, whereas a large corporate gathering might require presentation equipment like projectors and screens.

Again, as with other elements of planning your event, using an RSVP system to get a sense for the total number of guests can help inform this. This will give you the best idea of how much of each item you’ll need, and even which items are most important to have.

Space and Room Needs

As you determine the size of the event and number of attendees, it’s important to think about the space you’ll need. Will you require a single large room? Or will different areas be set up throughout your event location?

Be sure to think about this carefully when it comes time for making reservations. You certainly don’t want to end up with too little space and an overcrowded venue!

As you can see, there are several key areas to consider when it comes to the quantity of your event. Whether you’re planning an intimate gathering or a large corporate event, using these tips help ensure that all the necessary and services are accounted for in order to make your event a success.

For more information about any of these topics, reach out to In The Event—we are here to help you plan your Utah event from start to finish, whether it’s a corporate, private, or public event. Contact us today to learn more!

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