<p>This guide provides practical advice on selecting and calculating table and chair hire requirements for events across England and Wales. It covers capacity planning, furniture styles, floor plan logistics, and the process for securing equipment for your event.</p>
<p>This guide provides practical advice on selecting and calculating table and chair hire requirements for events across England and Wales. It covers capacity planning, furniture styles, floor plan logistics, and the process for securing equipment for your event.</p>
This table and chair hire guide for events gives you practical advice on selecting and calculating furniture requirements. It covers capacity planning, floor plan logistics, and the process for securing equipment for professional functions.
Calculating the correct number of tables and chairs forms the foundation of event planning. Overestimating leads to unnecessary costs and wasted floor space. Underestimating causes significant operational issues on the day.
Base your order on the confirmed guest list rather than the venue maximum capacity. For seated dining, allow 60cm of table edge per person to prevent overcrowding. Using 6ft round banqueting tables seats 10 guests for comfortable dining.
Factor in the footprint of the furniture plus the space required for service staff to move between tables. A minimum of 1.5 metres between the backs of chairs at adjacent tables allows guests to sit down and staff to serve food without obstruction.
The choice of tables and chairs dictates the atmosphere and functionality of the function. Select equipment that aligns with the event type and the venue infrastructure.
Browse our full range of table hire options to see available sizes and configurations.
Chair selection balances comfort with storage and transport requirements. For formal events, the white folding chair offers a practical choice for rapid setup and breakdown. For weddings or high-end corporate functions, Chiavari chairs present a traditional aesthetic with a smaller footprint. View our chair hire section for specific dimensions. Our EventPro® range features furniture we manufacture specifically for the hire trade, rather than retail use.
A well-planned floor layout prevents bottlenecks and improves the flow of service. Before placing your order, create a scale drawing of your venue.
Place tables away from fire exits and main thoroughfares. Hiring catering equipment means you must position tables to allow staff easy access to the kitchen or service area. For outdoor functions, check our outdoor equipment range to confirm your furniture suits the surface type.
Keep all aisles at least 1.2 metres wide to accommodate wheelchair access. Events with a high number of elderly guests or attendees with mobility issues require flat surfaces. Avoid placing tables on uneven ground or in areas requiring step access.
Tables require appropriate linen to protect the surface and provide a clean presentation. Ordering linen hire requires measuring the table diameter or length to get the correct drop. A standard drop hangs 20-30cm from the table edge.
Pair your furniture with appropriate glassware and crockery. Match the number of place settings to the number of chairs hired, plus a 5-10% buffer for breakages or unexpected guests. Expo Hire includes a "Send It Back Dirty" service for crockery, glassware, and cutlery. You return these items unwashed, and the price covers all cleaning.
Delivery and collection logistics dictate the success of your setup schedule. Expo Hire operates a fleet from 11 regional depots, calculating delivery from £40 ex-VAT based on road distance from the nearest depot. Live vehicle tracking and SMS ETAs arrive on delivery day.
Provide clear instructions regarding access. Inform the team in advance about parking restrictions outside the entrance. Note any stairs, lifts, or narrow corridors that might impede the movement of heavy furniture.
Schedule delivery for a time your team remains on-site to receive the equipment. Hiring large quantities of furniture requires sufficient time for the setup crew to arrange the items according to your floor plan before guests arrive. Expo Hire operates on a dry hire basis. We deliver equipment clean and tested, and collect it after use. No setup, installation, or on-site support takes place.
Booking timelines for furniture hire
Book as soon as your venue and guest numbers reach confirmation. During peak seasons, such as summer and December, demand for furniture runs high. Early booking secures availability. You can check live stock levels directly on our website.
Cleaning requirements before collection
No washing is necessary. We handle all cleaning and sanitisation of furniture, linen, and catering equipment upon return to our warehouse. Stack all items ready for collection at the agreed time.
Dealing with damaged furniture
Report any damaged items to our team straight away. Every order includes a free Minor Damage Waiver to cover small scratches and scuffs. Significant damage or loss of equipment incurs a replacement charge as per our terms and conditions.
Setup assistance for hired furniture
Our standard delivery service drops items to the ground floor or a loading bay. We operate strictly as a dry hire service, meaning no setup or installation takes place. All orders process online without requiring a phone call. No security deposit applies to standard orders, though a 25% advance deposit option exists for orders over £500.
Finding additional planning information
This table and chair hire guide for events covers the core principles of furniture planning. Prices and live stock show on every product page. Add items to your basket and confirm your dates online.
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.
