Setting Up Hired Furniture on the Day: A Practical Checklist

Expo Hire understands that the smooth execution of your event hinges on efficient setup. This practical checklist guides you through the process of setting up hired furniture on the day, from delivery to breakdown, ensuring everything runs to plan.

On Delivery: The First Crucial Steps

• 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. Note any missing items or damage immediately.
• Photograph any items that arrive damaged or marked, even minor issues. Send these photographs to Expo Hire the same day. This provides a clear record for us to address promptly.
• Note the delivery note reference number. You will need it if anything requires querying later. Keep this document safe.

Positioning Tables and Chairs: A Strategic Approach

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 method keeps spacing consistent and makes it easier to adjust the outer rows if the guest count is slightly off. For example, if you have 10 guests per table, you can calculate the number of tables needed and their placement before adding chairs.

Check row spacing before placing chairs. Allow at least 1.5 metres between table rows for server access and guest movement. 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 valuable time.

Tablecloths: The Finishing Touch

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. For a standard 6ft trestle table, ensure the cloth hangs down approximately 30cm on all sides.

Place Settings: The Final Details

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: Immediate Action

Call Expo Hire immediately. Most issues can be resolved quickly. We can often send a replacement or arrange a credit for a missing item. Do not rearrange the entire setup to cover a missing item before calling. Expo Hire may be able to resolve it before you need to adapt your plans.

End-of-Night Breakdown: Efficient Clearing

• Fold tablecloths loosely and place them in the crates or laundry bags supplied. Do not fold tightly around food debris. This makes cleaning easier for our team.
• Stack chairs with seat pads facing the same direction. Count as you stack so you can confirm the full quantity is present. This aids in a swift inventory check.
• Fold tables and lean them against a wall. Do not stack tables on top of each other unless Expo Hire has specified this is acceptable for their stock. This prevents damage to the table surfaces.
• Return crockery and glassware to their original packaging or the crates provided. Remove any large food scraps before packing.