Planning an Event for 200 Guests: Equipment Quantities Guide

An event for 200 guests is a significant hire order. The quantities involved are large enough that small miscalculations become real problems on the day.

Tables: Rounds vs Trestles

The two most common table formats for 200 guests are round tables and trestle runs. For round tables seating 10, you need 20 tables. For rounds seating 8, you need 25.

Round tables are better for conversation and create a more social atmosphere. Expo Hire stocks round tables for hire in sizes suited to 8 and 10 place settings.

Trestle or banquet tables are more space-efficient but create a more formal, linear layout. For a mixed-format event, a combination of rounds and poseur tables works well.

Chairs

For 200 guests, order 220 chairs minimum. That 10% buffer covers chairs damaged in transit, chairs needed for additional staff seats, and any last-minute additions to the guest list.

Chiavari chairs and folding chairs are the most popular options for events at this scale. Expo Hire's chairs hire range includes options for indoor and outdoor events.

Crockery

For a three-course dinner with 200 guests, you need crockery for each course plus a buffer. The calculation is: 200 guests x 3 courses = 600 pieces minimum. Add a 15% buffer for breakages and serving errors, and the order is 690 pieces — round up to 700 for simplicity.

If your caterer is supplying crockery separately, confirm this before placing your hire order. Many outside caterers expect the hire company to supply this. Expo Hire's crockery hire range covers plates, bowls, side plates, and serving pieces.

Glassware

For 200 guests across a drinks reception and a three-course dinner, plan for 300 to 400 glasses total. A base calculation: 1 champagne flute per person (200), 1 wine glass per person (200), and 1 water glass per person (200) gives you 600 pieces.

In practice, many guests share glassware through the event, so 300 to 350 pieces covers most sit-down dinners without running short. Your caterer or venue manager will have a preference — ask before ordering.

Linen

For 20 round tables, you need 20 tablecloths plus 3 to 4 spares. Spares cover tables that get stained early in the event and need a quick change.

Napkins are calculated per head: 200 guests means 200 napkins minimum, plus 20 spares. Expo Hire's linen hire range includes tablecloths in standard and custom sizes, and napkins in a range of colours.

Catering Equipment for Outside Caterers

If you are using an outside caterer, confirm what equipment they bring. Most outside caterers bring their own cookware and knives, but rely on the hire company for service equipment.

Common items outside caterers need from a hire company: chafing dishes for hot buffet service, serving spoons and tongs, water jugs, and additional preparation tables. Confirm this list with your caterer at least two weeks before the event.

Delivery Logistics for Large Orders

A 200-person event produces a large hire order, and delivery vehicles will need clear access. Let Expo Hire know about any access restrictions, loading bay requirements, or parking limitations when you book.

For events at hired venues, check whether the venue has a goods entrance separate from the guest entrance. Most do, but not all. Building the delivery slot into your event timeline, the day before the event where possible, avoids a rush on the day itself.

See also: event quantities guide and event furniture layout guide.