Conference Equipment Hire

Running a conference in a hired venue means the room comes empty. Furniture hire fills the gap without the cost of shipping equipment the venue doesn't stock, and quantities scale to your delegate count for each event.

What You'll Need

Conference layouts vary by session format. You might need theatre seating for a keynote, classroom tables for workshops, and poseur tables for a networking break, all on the same day. Plan each room and session separately.

• Stacking and folding chair hire — theatre-style rows for presentations; classroom rows paired with trestle tables for note-taking
• Folding trestle table hire — standard 6ft trestles for classroom layouts; they fold flat for quick switchovers between sessions
• Poseur table and bar stool hire — registration desks, networking areas, and breakout zones; add bar stools for seated networking
• Linen hire — tablecloths for registration and catering tables
• Crockery hire — cups and saucers for delegate refreshments; plates for buffet lunches
• Glassware hire — water jugs and tumblers for conference tables; wine glasses for evening sessions or drinks receptions

Planning Your Order

Theatre-style is the most space-efficient layout. A room 20 metres by 10 metres comfortably holds 200 chairs in theatre rows with a 1.2-metre centre aisle. Classroom-style needs roughly twice the floor area for the same number of people; a 100-person classroom layout needs around 50 trestle tables and 100 chairs. Boardroom configurations suit senior groups of 10 to 20 and use long rectangular table arrangements.

Registration areas work well with at least one 6ft trestle per 100 delegates, plus poseur tables for name badge display and literature. For refreshment breaks, plan one water jug per table of 6 delegates and cups and saucers for tea and coffee service.

If you're running breakout sessions in separate rooms, order each room independently and keep a clear schedule of how the rooms will be reconfigured throughout the day.

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.

For one-day conferences, book delivery for the afternoon or evening before so you have time to set up before delegates arrive.

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.