Event Equipment Quantities: How to Calculate What You Need

Calculating hire quantities before placing an order saves money and avoids shortfalls on the day. The formulas below apply to most event formats across England and Wales.

Tables: Guests Divided by Seats

The base formula for tables is: number of guests divided by seats per table, rounded up. For 120 guests at round tables of 10, that is 12 tables. For 80 guests at tables of 8, that is 10 tables.

Always round up, not down. A half-full table at the end of the count is better than guests without seats.

Chairs: Guests Plus 10%

Order chairs at guests plus 10%. For 100 guests, that is 110 chairs. The buffer covers damage in transit and last-minute changes to the guest count.

If your event has a top table, a registrar table, or a DJ table, add those chairs on top of the guest count separately. They are often overlooked until the day.

Crockery: Guests Times Courses, Plus 15%

The crockery formula is: guests multiplied by the number of courses, plus a 15% breakage buffer. For 80 guests and a three-course dinner: 80 x 3 = 240 pieces. Add 15%: 276 pieces. Round up to 280.

For a two-course lunch for 60 guests: 60 x 2 = 120, plus 15% = 138. Expo Hire's crockery hire range is available in quantities that suit both small and large orders.

Glassware: Guests Times Two to Three

Glassware works on a multiplier of 2 to 3 per guest, depending on how many different drinks you are serving. For a simple one-wine dinner: 1 wine glass per person, 1 water glass per person = 2x guests.

For a drinks reception followed by dinner: add champagne flutes for the reception. At 1.5 flutes per person for a 1-hour reception plus 2 glasses per person for dinner, you are at 3.5x for a full evening. Expo Hire's glassware hire covers champagne flutes, wine glasses, water glasses, and highballs.

Linen: One Cloth Per Table, Plus Spares

Order one tablecloth per table, plus 10% spares. For 15 tables, that is 15 cloths plus 2 spares. Napkins are one per guest plus 10%. For 100 guests, order 110 napkins.

Check cloth sizes before ordering. A standard 5ft round table takes a different cloth size from a 6ft round or a trestle table. Expo Hire's linen hire range lists dimensions for each item.

Catering Equipment: One Chafing Dish Per 25 Guests

For a buffet, the working rule is one chafing dish per 25 guests for each hot dish served. For 100 guests with three hot dishes, that is 4 chafing dishes per dish, or 12 chafing dishes total.

For a simpler two-dish buffet for 50 guests, 4 chafing dishes cover the service. Expo Hire's chafing dish hire includes standard rectangular and round formats — check with your caterer which size works best for their serving trays.

A Note on Buffers

The buffers in this guide are not arbitrary. Breakages happen, guests bring uninvited plus-ones, and equipment sometimes arrives with minor damage. Buffers exist to absorb those moments without disrupting the event.

For high-value or complex events, increase buffers to 20%. For small, simple gatherings where you know the exact guest count, 10% is sufficient.

See also: planning an event for 200 guests and event furniture layout guide.