How long should a party last?

A birthday party typically lasts 3-4 hours, a wedding reception 5-6 hours, and a corporate event 3-4 hours. BBQs and garden parties can run longer at 4-6 hours. Build in buffer time between activities and plan for guests arriving over a 30-60 minute window.

How much setup time should I allow?

Allow at least 60 minutes for basic setup, plus extra time for larger events. A rough guide is 60 minutes base plus 30 seconds per guest. For a 100-guest wedding, plan 2 hours. For a 20-guest birthday, 90 minutes is usually enough. Venue restrictions may affect this.

How many staff do I need?

For a sit-down meal, plan 1 server per 15 guests. For a buffet, 1 per 25 guests is sufficient. For drinks-only events, 1 bartender per 50 guests. Always have at least 1 person dedicated to coordination and guest management.

How long should I allow between activities?

Allow 10-15 minutes between activities for transitions, bathroom breaks, and resetting the space. For formal events, 15 minutes is better. For casual parties, 10 minutes works. Never schedule activities back-to-back as delays cascade.

PartyCalcs

Event Timeline Planner

Build a suggested schedule for your event with realistic timing for every part of the day.

Event Type

Event type

Start Time

24-hour format (e.g. 18:00)

Number of Guests

Total number of people attending

Number of Activities

Number of activities

Meal Type

Meal type

How We Calculate This

This calculator builds a suggested event timeline based on your event type, start time, guest count, activities and meal type.

How timing works

Arrivals: 30-60 min depending on guest count
Meals: Sit-down 90 min, Buffet 60 min, Canapes 45 min
Activities: 30 min each with buffer gaps
Setup: 60 min base + 0.5 min per guest

Staff = guests / ratio (sit-down: 15, buffet: 25, casual: 30)

Frequently Asked Questions

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Seating Plan Calculator

Calculate table count, spare seats, room space and layout suggestion for your event. Supports round, rectangular and banquet tables with optional head table.

Last updated: March 2026

All calculations are estimates. Adjust quantities based on your guests and event type.