Corporate events have different requirements from weddings and private parties. This checklist covers conference layouts, away days, product launches, gala dinners and award ceremonies — with equipment quantities and planning timelines.
Corporate events have different requirements from weddings and private parties. This checklist covers conference layouts, away days, product launches, gala dinners and award ceremonies — with equipment quantities and planning timelines.
Corporate events have different requirements from weddings and private parties. Guest behaviour remains predictable, but the logistics often present complex challenges. Access windows, AV requirements, branding, and the need for everything to run without visible effort demand strict attention. This corporate event planning hire checklist covers the five most common formats and their equipment requirements. Commercial-grade equipment prevents failures on the day. The EventPro® range features furniture manufactured exclusively for the hire trade rather than retail use.
| Event type | Layout | Chairs | Tables | Special equipment |
|---|---|---|---|---|
| Conference (100 delegates) | Theatre rows | 110 | Top table only (6–8ft) | Registration tables, water glasses |
| Classroom (60 delegates) | Rows with desks | 70 | 20x 6ft trestle | Water glasses, notepads |
| Product launch (80 guests) | Standing reception | 0–20 | 8–10 poseur tables | Bar area, display surfaces |
| Gala dinner (100 guests) | Round tables | 110 | 10–13 round tables | Top table, stage furniture, bar |
| Away day (50 staff) | Mixed indoor/outdoor | 60 | 6–8 mixed | Outdoor furniture if applicable |
Conferences require rapid turnaround times. Expo Hire delivers all items clean and tested, ready for immediate deployment. You handle the setup, allowing your team to arrange the room exactly to specification.
Expo Hire includes a "Send It Back Dirty" service on all crockery, glassware, and cutlery. You return the items unwashed, saving hours of labour during the venue breakdown. Waiver protection covers accidental breakages of glasses or plates.
Outdoor events carry a higher risk of equipment wear. The minor damage waiver protects against small scratches or dents on furniture during active team-building sessions.
Product launches demand pristine presentation. Commercial-grade EventPro® furniture arrives in excellent condition, ready to support your brand image without distracting from the main display.
| Timeframe | Task |
|---|---|
| 8 weeks out | Confirm venue. Book equipment provisionally. Lock in delivery date. |
| 6 weeks out | Finalise layout. Confirm room dimensions. Set quantities with 10% buffer. |
| 2 weeks out | Update order with confirmed headcount. Add buffer if numbers remain uncertain. |
| 1 week out | Confirm delivery access window with the venue operations team. |
| Day before | Venue access for setup where possible. Laying out tables and chairs takes longer than most people expect. |
| Event day | Equipment in place at least 2 hours before guests arrive. |
Load-in phases often cause problems. Commercial venues frequently restrict delivery windows to strict morning slots. Hotels and office buildings feature goods lifts with strict weight limits, and many car parks cannot accommodate a full-size delivery lorry.
Always confirm access directly with the facilities management staff. Ask specific questions about the site:
Pass this information to your hire company before confirming the order. Surprises on delivery day cost money. Live vehicle tracking and SMS ETA notifications arrive on the day, helping you coordinate with site security. Delivery starts from £40 ex-VAT, calculated by road distance from the nearest depot. You can collect orders directly from the Birmingham warehouse Monday to Friday, 7am to 3pm.
Equipment costs for a 100-guest corporate gala dinner typically fall between £1,500 and £3,500, depending on chair quality and linen specification. Add delivery charges based on the distance from the supplier depot.
A 100-delegate conference with theatre seating, registration tables, and coffee break tables typically costs £600 to £1,200 for furniture alone. This format involves minimal crockery or glassware.
Standing product launches for 80 guests require £400 to £900 for glassware, poseur tables, and bar stools. Orders over £500 qualify for a 25% advance deposit option, with no security deposit required.
Select from the catalogue of chair hire, table hire, and glassware for corporate events. Expo Hire also stocks bar equipment and catering equipment hire for larger setups. Prices and live stock levels display directly on the site. Select your hire dates to check availability and book online.
Choose from our vast range of catering hire, furniture hire and exhibition hire products. Select from the categories listed below or use our great search function above.
