Setting Up Hired Furniture on the Day: A Practical Checklist

Setup on the day of an event runs more smoothly with a clear order of work. This checklist covers delivery, positioning, tablecloths, place settings and end-of-night breakdown in the sequence that works best in practice.

On Delivery

• Check every item against the delivery note before the driver leaves. Discrepancies are much easier to resolve in the first 30 minutes than after the driver has gone.
• Photograph any items that arrive damaged or marked, even minor issues. Send the photographs to the hire company the same day.
• Note the delivery note reference number. You will need it if anything needs to be queried later.

Positioning Tables and Chairs

Position tables before chairs. Arranging tables first and then placing chairs around them is faster than the reverse. Work from the centre of the room outward: this keeps spacing consistent and makes it easier to adjust the outer rows if the count is slightly off.

Check row spacing before placing chairs. Allow at least 1.5 metres between table rows for server access. Measure this on at least two rows with a tape measure before you commit to the full layout. Correcting spacing after chairs are in place costs time.

Tablecloths

Put tablecloths on before chairs. Smoothing and tucking a cloth is harder with chairs already in the way. Start with the top table or the most visible tables in the room and work outward. If you run short on time, fill in the back tables last. Check that cloth lengths are consistent on all sides of each table before moving on to the next.

Place Settings

Lay crockery and cutlery after chairs are in position. Glassware goes on last: glasses are the most easily knocked and should not be placed until chairs are set and guests are at least 30 minutes away. For a buffet, plates go on the buffet table itself rather than at place settings. Fold napkins and place them on plates or to the left of each setting.

If Something Is Missing or Wrong

Call the hire company immediately. Most can send a replacement or credit the missing item. Do not rearrange the entire setup to cover a missing item before calling. The hire company may be able to resolve it before you need to adapt.

End-of-Night Breakdown

• Fold tablecloths loosely and place in the crates or laundry bags supplied. Do not fold tightly around food debris.
• Stack chairs with seat pads facing the same direction. Count as you stack so you can confirm the full quantity is present.
• Fold tables and lean them against a wall. Do not stack tables on top of each other unless the hire company has specified this is acceptable for their stock.
• Return crockery and glassware to crates. Rinse first but no need to wash.
• Leave all furniture accessible for the collection driver. Items locked in a back room or a separate part of the venue will delay collection.