New to event hire? Find out how it works, what to order, how far in advance to book, and what happens if something gets damaged.
If you have not hired event equipment before, the process is more straightforward than it might appear. This page covers how it works from start to finish, including what to expect at each stage.
\n\nStart by browsing the Expo Hire website to find the items you need. Each product page shows the hire price per item, dimensions, and available stock. Use the live stock checker to confirm whether the items you want are available on your specific date before adding them to your order. The stock checker updates in real time as orders are placed, so the availability you see reflects current bookings.
\n\nIf you are unsure about quantities, the product pages include guidance on typical requirements for different event sizes. For a more complex event covering multiple item categories, contacting the team for advice before you build your order can save time.
\n\nExpo Hire publishes hire prices on the website without requiring a login. The transparent pricing page explains how hire costs are calculated, including how delivery charges are determined by distance from the nearest depot. The price shown at checkout is the price you pay.
\n\nAdd items to your cart, enter your event date and delivery postcode, and the system calculates your hire charges, delivery fee and any applicable minimum charges. You can hold items provisionally before committing to the full order, which is useful if you are waiting for headcount confirmation or venue approval. Contact the team to arrange a provisional hold.
\n\nOrders are confirmed on payment. Expo Hire accepts card payments and bank transfer for larger orders. Once your order is confirmed, you receive an email with your order summary, delivery date and collection date.
\n\nAll orders include an optional minor damage waiver. Adding this to your order means that minor breakages of crockery, glassware and similar items during normal event use are covered without additional charge. The waiver does not cover loss, negligent damage or failure to return items. For most events, taking the waiver is the sensible choice.
\n\nExpo Hire offers a send-it-back-dirty service that allows you to return crockery, cutlery and glassware without washing it first. The hire team cleans the items on return. For events where cleaning up on the night is impractical, this option saves significant time and avoids the risk of items being damaged during rushed post-event washing.
\n\nEquipment is delivered to your venue on the agreed date. The delivery team drops items at a ground floor access point; they do not carry equipment to upper floors or set up furniture at the venue. Your team is responsible for moving and laying out equipment once it arrives. If your venue has specific access requirements, note these when you place your order.
\n\nEquipment is collected on the agreed date after your event. All items should be stacked and ready for collection at the same point where they were delivered. The collection team will not search the venue for missing items; anything not present at collection time may be charged as lost. Double-check counts before you leave the venue.
\n\nCancellation terms are shown at the time of booking and in your order confirmation. Cancellations made well in advance typically incur a lower charge than late cancellations. If your event is postponed rather than cancelled, contact the team as soon as possible to rebook to a new date. Rescheduling is usually more straightforward than a full cancellation and rebooking.