Events That Use Hire Equipment: A Reference Guide

Event Hire Essentials: A Practical Guide for Expo Hire Clients

Expo Hire understands that every event presents unique hire requirements. A corporate conference demands rows of seating and flexible workshop tables. A wedding reception calls for elegant tableware, glassware, and high tables for a mingling hour. Even a more somber occasion like a wake benefits from a carefully considered setup. This guide outlines the typical hire needs for common event types, offering practical advice to help you plan.

Corporate Conferences and Away Days

For theatre-style conferences, you will need seating for all delegates without tables. A common setup involves 100–200 chairs arranged in neat rows. If your conference includes breakout sessions or workshop groups, classroom-style seating is more appropriate. This arrangement typically uses rectangular banqueting tables, with one table serving two to three delegates. For away days where delegates work in smaller clusters, banqueting tables seating four to six people, arranged in groups rather than straight lines, offer a more collaborative environment.

A small table positioned near the entrance is essential for registration, name badges, and delegate packs. At the front of the room, you will likely need AV tables to house equipment and a lectern table for speakers. For linen, most corporate clients opt for dark, sophisticated colours such as navy, charcoal, or black. Alternatively, you can supply branded overlays for a personalised touch. Food service equipment is usually handled by your caterer.

Wedding Receptions

Wedding receptions represent one of the largest volumes of hire equipment. A sit-down meal for 100 guests typically requires a comprehensive list: chairs for each guest, round or rectangular dining tables, tablecloths, napkins, full sets of crockery, glassware for various drinks, cutlery, and poseur tables for a drinks reception before the meal.

Chiavari chairs are a popular choice, lending themselves well to both rustic barn venues and more formal hotel settings. For dining tables, 5ft (1.5m) or 6ft (1.8m) diameter round tables comfortably seat eight to ten guests each. During the drinks reception, poseur tables encourage guests to stand and mingle, fostering a lively atmosphere before they are seated for dinner.

Birthday Parties

Milestone birthday celebrations, such as 30ths, 40ths, and 50ths, often cater for 50 to 150 guests. The standard hire list includes round dining tables, a mix of dining chairs for seated guests, and bar stools positioned near the dance floor. Two or three poseur tables placed near the bar area provide convenient spots for guests to rest their drinks. A dedicated table for the birthday cake is a common and practical addition.

Linen in your chosen colour scheme, with gold, blush, or white being frequent selections, helps to unify the room's decor across different table shapes. For evening parties, consider LED cube stools and illuminated poseur tables. These items add a festive ambiance without the need for separate lighting hire.

School Proms and Formals

Proms and formal school events require substantial quantities of glassware, as guests will consume a variety of soft drinks and mocktails. Round dining tables and banqueting chairs are standard. Linen choices often reflect school colours, or classic metallic shades like gold or silver. Poseur tables placed near the entrance or a designated photo backdrop area serve as popular spots for guests to gather and take pictures during the initial part of the evening, before they are seated.

The quantity of glassware needed per guest at these events is typically higher than for a standard dinner, as each attendee will have a full place setting and multiple glasses. When ordering, it is wise to be slightly conservative with your glassware counts, but always factor in a small allowance for potential breakages.

Garden Parties

For a relaxed garden party, consider a mix of seating and standing areas. Round or rectangular tables, perhaps with a more casual linen choice like natural hessian or a bright, cheerful colour, set the scene. You might also hire bistro tables and chairs for smaller groups to gather around. For larger events, consider adding poseur tables and stools for guests who prefer to stand and socialise.

If your garden party extends into the evening, consider hiring outdoor heaters to ensure comfort. Lighting such as festoon lights or uplighters can also create a magical atmosphere. For food service, you may need additional serving tables and perhaps a bar setup.