Conference and Seminar Hire: Tables, Chairs and Catering Equipment

Conferences and seminars held in hired venues or temporary spaces need furniture and catering equipment brought in specifically for the event. This guide covers the main room layout options, quantities, and catering needs for events of 30 to 200 delegates.

Room Layout Styles

Getting the layout right before you hire is essential. The table and chair quantities depend on the format you choose.

Schoolroom style: delegates sit at rectangular tables in rows facing the front, with space to write notes. This is the highest-density seated layout and works well for training sessions. Each delegate needs around 60cm of table width; a 6ft trestle table accommodates 3 delegates per side but is typically used with delegates on one side only when facing a presenter.

Cabaret style: tables of 5 to 7 angled toward the front, with chairs on three sides only. Works well for workshops where delegates move between group discussion and following a presentation. Needs more floor space per delegate than schoolroom.

Theatre style: chairs only in rows facing the front, no tables. This fits the most people in a given space and suits keynote presentations, awards ceremonies, or large lectures. 150 delegates in theatre style can fit in a space that would hold 80 in schoolroom.

Tables and Chairs

Folding tables are standard for schoolroom and cabaret layouts. They transport efficiently and configure to any room shape. For a 60-delegate schoolroom conference:

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• 30 6ft trestle tables, one per 2 delegates facing forward
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• 60 to 70 banqueting chairs or folding chairs depending on the formality of the event
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• 4 to 6 additional tables for facilitators, resources, and presentation equipment at the front
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For theatre style without tables, the same 60 delegates need only 60 to 70 chairs and 2 to 4 tables at the front for the speaker.

Catering for Delegates

Most conferences include a registration coffee break, a lunch, and an afternoon break. The equipment for each phase differs.

Registration and coffee breaks: one 30-litre urn per 60 delegates covers a one-hour break. Add cups and saucers or mugs, teaspoons, and a service table with a linen cloth.

Buffet lunch: for 60 delegates, 3 to 4 chafing dishes for hot food, dinner plates and side plates at 1.2x your delegate count, cutlery to match, and 2 to 3 trestle tables for the buffet run with linen. See Expo Hire's catering equipment range for chafing dishes and urns.

Afternoon break: same urn setup as registration, with side plates and napkins for cake or biscuits.

Full-Day Delegate Equipment for 60 People

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• 30 trestle tables
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• 70 chairs (banqueting or folding)
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• 2 urns (30L each)
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• 4 chafing dishes
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• 70 dinner plates, 70 side plates
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• 70 sets of cutlery
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• 100 cups and saucers covering both breaks and lunch
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• Linen for buffet tables and registration desk
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Scale up for larger events. For 120 delegates, double the quantities above.

Technical and AV Considerations

Expo Hire supplies furniture and catering equipment but not audio-visual equipment, staging, or presentation technology. For AV hire, work with a specialist AV company and confirm your room layout with them in advance so they can advise on speaker placement and screen sightlines relative to your table configuration.

Delivery and Setup

Conference furniture is heavy, and coordinated delivery is needed to get tables and chairs in position before delegates arrive. Expo Hire delivers to conference venues, training centres, and hotels across England and Wales. For large events, confirm the delivery window with the venue. Many require deliveries at specific times and may not have staff to assist with heavy items outside those windows. See delivery charges for your location when planning your budget.

See also: corporate away day hire guide and event furniture layout guide.