Charity Ball Equipment Hire

A charity ball needs to look the part and run smoothly. The furniture sets the tone before guests arrive. Chiavari chairs, round banqueting tables and dressed linen signal a formal evening without the cost of buying equipment that sits in storage for the rest of the year.

What You'll Need

Charity balls combine the equipment needs of a formal dinner with a late evening of dancing, a bar, and often a silent auction or raffle. Plan the full evening when you're ordering, not just the dinner.

• Chiavari chair hire — gold and silver chiavari chairs are the standard for gala dinners; cushions available to add comfort for long evenings
• Round banqueting table hire — 5ft rounds seat 8 guests, 6ft rounds seat 10; VIP tables often use 6ft rounds for a more generous layout
• Linen hire — white or ivory tablecloths for the dinner tables; coloured napkins or overlays to match your theme or charity colours
• Crockery hire — full place settings per cover; add serving platters and bowls if catering staff are serving at the table
• Glassware hire — wine glasses, water glasses and champagne flutes; plan for 3 glasses per cover for a three-course dinner with wine and a toast
• Catering equipment — bar equipment and glassware for the late bar; service trays, ice buckets and wine coolers for table service

Planning Your Order

For a 150-cover charity ball, you'll need around 165 chairs (allowing for top table staff and a spare margin), 18 round tables (a mix of 5ft and 6ft), 150 place settings, and approximately 450 glasses. Add extra champagne flutes if you're running a welcome reception before guests sit down for dinner.

Silent auction tables need flat display surfaces. Standard 6ft trestles dressed with a tablecloth work well. Set them up near the entrance if your auction runs during the drinks reception so guests browse on arrival rather than during the meal.

VIP areas benefit from a different setup to the main room. A cluster of poseur tables with bar stools creates a clear premium section near the stage or dance floor without requiring a physical barrier, and they can double as a late bar area after the dinner tables are cleared.

Delivery and Collection

Expo Hire delivers seven days a week to all areas of England and Wales. Delivery and collection starts from £40, calculated at checkout by distance from the depot. The standard hire period covers delivery the day before your event and collection the day after.

Book 4 to 6 weeks in advance for autumn and winter ball dates; November and December are consistently busy across England.

How to Order

Browse the full hire catalogue, add items to your basket, and place your order online with live stock levels. For large events or bespoke requirements, call the team to discuss. See the how to order page for full details.