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 is more predictable, but the logistics are often more complex: access windows, AV requirements, branding, and the need for everything to run without visible effort. This checklist covers the five most common corporate event formats and their equipment requirements.
| 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 |
| 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 are still uncertain. |
| 1 week out | Confirm delivery access window with the venue operations or facilities team, not the event organiser. |
| 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. |
This is where corporate events most often run into problems. Many corporate venues — hotels, conference centres, office buildings — have restricted delivery windows (sometimes as narrow as 7am–9am), goods lifts with weight limits, or car parks that cannot accommodate a full-size delivery lorry.
Always confirm access directly with the venue operations or facilities team, not the event organiser. Ask:
Pass this information to your hire company before confirming the order. Surprises on delivery day are expensive for everyone.
Equipment hire for a 100-guest corporate gala dinner typically falls between £1,500 and £3,500, depending on chair quality and linen specification. Add delivery at £80–£200 depending on distance from the supplier depot.
A 100-delegate conference with theatre seating, registration tables and coffee break tables typically costs £600–£1,200 for furniture alone, since there is minimal crockery or glassware involved.
For a standing product launch for 80 guests, expect to pay £400–£900 for glassware, poseur tables and bar stools.
Browse our full range of chairs, tables and glassware for corporate events. We also carry bar equipment and catering equipment for larger setups. See the full range at expohire.com/hire.
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.
