Most parties need the same core equipment: somewhere to sit, something to drink from, and a surface to put things on. The quantities depend on your numbers and your format.
For a sit-down meal, start with one 5ft round banqueting table per eight guests, or one 6ft trestle table per eight. Add chairs to match. For a standing drinks reception, hire poseur tables and bar stools instead — one poseur table per four to six guests gives people somewhere to set their glass.
Mixed-format parties often work well with banqueting tables for the meal and a separate bar area with poseur furniture for the drinks reception.
Order 1.5 glasses per guest per glass type. For a wedding reception with wine and champagne, that is three glasses per person total — people lose glasses, knock them over, and grab a fresh one. For a casual party with just wine glasses, 1.5 per person covers it.
If you are running a bar, add beer glasses and spirits glasses on top. Running short mid-event is a problem; returning unused clean glasses is not.
One tablecloth per table. A 5ft round needs a 70 inch square cloth, a 6ft round needs a 90 inch circular for a floor-length drop, and a 6ft trestle takes a 70 x 108 inch rectangular cloth. Napkins at one per place setting, plus a few spares.
For a hot buffet, hire chafing dishes with fuel — one full-size chafing dish per two dishes on the menu. Add serving spoons and tongs if your caterer does not bring their own. For a cold buffet you need less: platters, tongs and somewhere to keep drinks chilled.
A mobile bar counter transforms a drinks reception. A straight 2-metre front bar with a back bar behind it handles most party volumes with two staff. Add a bottle fridge for chilled wine or beer. Ice buckets keep champagne cold without taking up fridge space.
The Expo Hire website shows live stock alongside pricing. Add items, enter your postcode, and the basket shows the total hire cost before you commit.
Common mistakes: under-ordering glassware (1.5x minimum), forgetting serving equipment for a buffet, not accounting for a top table or cake table that needs its own cloth.
