Free estimator
Free Rental Cost Estimator
A rental cost estimator is a calculator that combines item rates, quantities, rental duration, and delivery fees to show an estimated event rental budget. Use this free event rental calculator to compare party rental prices for tables, chairs, tents, bounce houses, linens, lighting, and more in one itemized view.
Need a headcount before pricing tables and chairs? Start with the free guest-list tool and then return here to estimate your rental budget.
Items selected
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Estimated total
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Estimator settings
Adjust duration and delivery assumptions to compare party equipment rental cost before you contact vendors.
Optional. Adds a per-guest budget view in the summary.
Standard one-day rental with regular delivery windows.
Rental catalog
Set quantities for the equipment you need. Pricing uses realistic market averages so you can build a fast planning budget before requesting formal quotes.
Duration multiplier: 1x
Tables
Start with your dining layout, buffet needs, and cocktail flow before pricing décor upgrades.
60" Round Banquet Table
$14.00 / tableClassic guest table that typically seats eight comfortably.
Ready to add
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6' Rectangular Banquet Table
$12.00 / tableFlexible for food service, gifts, desserts, or classroom-style seating.
Ready to add
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30" Cocktail Table
$16.00 / tablePopular for mixers, lounges, and standing reception pockets.
Ready to add
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Chairs
Chair upgrades can shift the look and the budget quickly, so compare standard and premium options side by side.
Folding Chair
$3.50 / chairBudget-friendly seating option for casual indoor and outdoor events.
Ready to add
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Chiavari Chair
$9.00 / chairWedding and gala favorite with a more polished event look.
Ready to add
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Ghost Chair
$14.00 / chairClear acrylic style often used for upscale receptions and branded events.
Ready to add
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Tents
Tent rental prices vary the most because size, anchoring, sidewalls, and delivery labor all matter.
10x10 Pop-Up Tent
$165.00 / tentGood for check-in, catering support, or a small shaded station.
Ready to add
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20x20 Frame Tent
$375.00 / tentA common mid-size event tent for backyard parties and vendor booths.
Ready to add
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30x60 Pole Tent
$980.00 / tentLarge-format tent pricing for receptions, festivals, and all-weather coverage.
Ready to add
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Bounce Houses
Inflatables often need dedicated delivery windows and setup access, so they are worth pricing early.
Standard Bounce House
$235.00 / unitCore inflatable rental for birthday parties and community events.
Ready to add
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Combo Bounce House + Slide
$345.00 / unitHigher-engagement inflatable with a slide and larger footprint.
Ready to add
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Toddler Bounce Zone
$185.00 / unitSmaller inflatable designed for younger children and tighter spaces.
Ready to add
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Linens
Soft goods add up fast on large guest counts, so they are useful to budget separately from hard rentals.
Polyester Tablecloth
$18.00 / linenStandard full-length linen for banquet or round guest tables.
Ready to add
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Spandex Cocktail Linen
$20.00 / linenFitted linen for cocktail tables and high-top gathering areas.
Ready to add
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Chair Sash
$3.00 / sashLow-cost accent for weddings, showers, and styled celebrations.
Ready to add
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Dance Floor
Dance floor rentals are usually priced per section, which makes footprint planning important.
Wood-Look Dance Floor Panel
$28.00 / panelPortable section that helps you build a dance floor to the size you need.
Ready to add
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LED Dance Floor Section
$55.00 / sectionPremium illuminated flooring for nightlife-inspired events and receptions.
Ready to add
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Lighting
Lighting changes the atmosphere quickly and often pairs with tent, lounge, and dance floor rentals.
Bistro Light Strand
$42.00 / strandWarm café string lighting for patios, tent perimeters, and dinner spaces.
Ready to add
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Wireless Uplight
$35.00 / fixtureAccent wash lighting for dance floors, stages, and venue walls.
Ready to add
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Heating/Cooling
Climate-control equipment is easy to forget, but it is often essential for guest comfort and safety.
Patio Heater
$95.00 / heaterPropane heater rental for cool evening receptions and outdoor events.
Ready to add
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Misting Fan
$85.00 / fanCooling option for summer parties, tents, and daytime activations.
Ready to add
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How to use this calculator
The estimate updates instantly as you change quantities, duration, and delivery assumptions.
Step 1
Select your rental items
Choose the tables, chairs, tents, bounce houses, linens, and add-ons you need for the event.
Step 2
Set quantities and pricing assumptions
Adjust unit counts, pick a rental duration, and choose a flat or mileage-based delivery estimate.
Step 3
Review and export the estimate
See the live itemized total, cost per guest, and download or print the summary for planning.
Frequently asked questions
Common answers about party rental prices, delivery fees, and how to use this event rental calculator.
What affects party rental prices the most?
The largest cost drivers are quantity, rental duration, tent size, delivery distance, and whether setup labor is included. Premium chair styles, dance floors, lighting, and climate-control equipment also raise the total faster than basic tables and folding chairs.
How accurate is this rental cost estimator?
It uses realistic market-average pricing so you can build a fast planning budget before requesting vendor quotes. Final pricing may change based on your city, season, stairs, setup complexity, taxes, and whether a company bundles labor or damage waivers.
Are delivery and setup included in the estimate?
The calculator adds an estimated delivery fee, but setup, teardown, attendants, and permits are often separate line items. Use the delivery toggle for a planning number, then confirm exact logistics with the rental vendor.
Can I use this event rental calculator for weddings and corporate events?
Yes. It works for birthday parties, weddings, school events, backyard celebrations, and corporate activations. The per-guest view is especially useful when you want to compare party equipment rental cost across different event sizes.