Hiring for a wedding reception involves more items than most people expect. This checklist runs through what you need, in the order it comes up in planning.
Hiring for a wedding reception involves more items than most people expect. This checklist runs through what you need, in the order it comes up in planning.
Hiring furniture and equipment for a wedding reception involves more items than most people expect at the start of the planning process. This checklist runs through the hire items you are likely to need, in the order they come up in planning.
If the ceremony takes place in the same space as the reception, you have two options. You can hire one set of chairs for both, arranged in rows for the ceremony and then moved to round tables for the reception. Or you can hire a separate set for the ceremony and a different set for the dining area.
A ceremony with 100 seated guests needs 100 chairs in rows. If the same chairs move to round tables after the ceremony, allow a 30-minute drinks reception to give the venue team time to reset the room.
The standard formula for round table seating is: guest count divided by 8, rounded up, equals the number of tables needed. Eighty guests need 10 tables. Ninety guests need 12. If you are seating 10 per table rather than 8, divide by 10 instead.
A 5ft (60-inch) round table seats 8 to 10 guests and is the standard choice for wedding reception layouts. The top table is a rectangular trestle table for the wedding party, or a small round table for two at the front of the room if you are going with a sweetheart table format.
Banqueting chairs are the standard choice for wedding receptions. They stack for transport and set up fast. Chiavari chairs are a popular upgrade, available in gold, silver, and white. Order one chair per guest plus spares for the top table and any extra seats at the bar or cake table.
Each guest table needs a tablecloth. A 5ft round table takes a 120-inch round cloth. Each guest needs a napkin. A table runner is optional but adds a decorative layer over the base cloth. For a full breakdown of sizing and quantities, see our linen hire guide.
For a three-course meal, each guest needs a dinner plate, a starter plate, and a dessert plate. Cutlery should include a dinner knife and fork, a side knife, and a dessert spoon and fork per guest. Add serving spoons and tongs for any dishes being passed at the table.
A wedding reception typically requires a wine glass and a water glass per guest throughout the meal, plus a champagne flute for the toast. Order one flute per guest for the toast. If the catering team is serving wine at the table, order 1.5 wine glasses per guest per wine type to allow for refills without running short.
A bar station is one or two 8ft trestle tables covered with linen, staffed from behind. Add poseur tables in front of the bar for guests who want to stand with a drink. Two or three poseur tables work well for a reception of up to 150 guests.
Bar glassware depends on what you are serving. At minimum, a wine glass and a tumbler for soft drinks or spirits per guest. Confirm with your bar staff what glassware they need before finalising the order.
A buffet run is two to four 8ft trestle tables arranged end to end or in an L-shape. Cover each with a linen cloth. Chafing dishes sit on the trestle surface and keep hot food at temperature during service. A standard chafing dish holds a full hotel pan; allow one dish per hot item on the menu.
Allow at least 1m of buffet table length per 30 guests to avoid a bottleneck at the start of service. Position the buffet run away from the main fire exit.
A small round table or a single 4ft trestle works for the cake. A trestle or a small round table positioned near the venue entrance works for cards and gifts. Both need linen covers.
For summer Saturdays, hire companies fill their order books months ahead. Confirm your hire order at least six weeks before the event date, and earlier for July and August. Confirm your venue's delivery access at the same time, including door widths, loading bay access, and any restrictions on arrival or collection times.
Send us your guest numbers, venue address, and event date and we will put together a full wedding reception hire package. We deliver across England and Wales. Request a quote or view our wedding hire range.
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