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.
Organising a large-scale event requires precise planning and accurate equipment counts. This wedding reception hire checklist details the exact items professional caterers and venue managers need to run a successful service. The list covers everything from ceremony seating to bar equipment, following the standard order of event planning.
Venues hosting both the ceremony and the reception present two seating options. You can order one set of chairs for the entire day, arranging them in rows for the vows before moving them to round tables for the meal. Alternatively, you can source a separate set for the ceremony and a different style for the dining area.
A ceremony with 100 seated guests requires 100 chairs in rows. Moving the same chairs to round tables after the vows requires a 30-minute drinks reception, giving the venue team time to reset the room.
The standard formula for round table seating dictates dividing the guest count by eight and rounding up to find the total number of tables. Eighty guests require 10 tables. Ninety guests require 12. Seating 10 people per table alters the calculation, requiring you to divide the total guest count by 10 instead.
A 5ft (60-inch) round table seats eight to 10 guests and remains the standard choice for event layouts. The top table requires a rectangular trestle table for the wedding party. A sweetheart table format requires a two-seater round table at the front of the room. You can browse our full selection of table hire options online.
Banqueting chairs remain the standard choice for dining setups. They stack for transport and set up fast. Chiavari chairs offer an alternative style, coming in gold, silver, and white finishes. Order one chair per guest, adding spares for the top table and any extra seats at the bar or cake table. We do not require a security deposit on chair hire orders, keeping your upfront costs down.
Each guest table needs a tablecloth. A 5ft round table takes a 120-inch round cloth. Each guest needs a napkin. A table runner adds a decorative layer over the base cloth. For a full breakdown of sizing and quantities, see our linen hire guide.
A three-course meal dictates a dinner plate, a starter plate, and a dessert plate for every guest. Cutlery orders must include a dinner knife and fork, a side knife, and a dessert spoon and fork per person. Add serving spoons and tongs for any dishes passing around the table. Our "Send It Back Dirty" service covers all crockery and cutlery. You pack the unwashed items back into their crates after the meal, and we handle the cleaning at our depot.
A standard drinks service requires a wine glass and a water glass per guest throughout the meal. The toast requires one champagne flute per person. Catering teams serving wine at the table need 1.5 wine glasses per guest per wine type, allowing for refills without running short of clean glasses. All glassware falls under our "Send It Back Dirty" policy, saving your catering staff hours of washing up at the end of the night.
A bar station consists of one or two 8ft trestle tables draped in linen, staffed from behind. Add poseur tables in front of the bar for guests standing with a drink. Two or three poseur tables suit a reception of up to 150 guests.
Bar glassware depends on the drinks menu. At minimum, order a wine glass and a tumbler for soft drinks or spirits per guest. Confirm exact glassware requirements with your bar staff before finalising the order. Every order includes a free minor damage waiver, covering accidental breakages during the event.
A buffet run consists of 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, keeping hot food at temperature during service. A standard chafing dish holds a full hotel pan. Allow one dish per hot item on the menu.
Allocate at least 1m of buffet table length per 30 guests, preventing bottlenecks at the start of service. Position the buffet run away from the main fire exit. Check our catering equipment hire section for live stock levels and pricing.
A compact round table or a single 4ft trestle holds the cake. A trestle or a circular table positioned near the venue entrance holds cards and gifts. Both require linen covers.
Summer Saturdays fill order books months ahead. Confirm your equipment order at least six weeks before the event date. July and August dates require even earlier confirmation. Check your venue's delivery access at the same time. Note door widths, loading bay access, and any restrictions on arrival or collection times. Our system provides live vehicle tracking and an SMS ETA on the morning of your delivery.
Send us your guest numbers, venue address, and event date to build a complete equipment package. We deliver direct to venues via our branch network. Our system calculates delivery from £40 ex-VAT based on road distance from our nearest depot. Request a quote or view our wedding hire range. Prices and live stock appear directly on the site. Add items to your basket and confirm your dates online to secure your equipment.
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