This event hire guide details the online booking process for professional organisers. Check live stock, view pricing, and confirm your dates without calling.
A practical guide to planning and booking event equipment through Expo Hire.
Start with your guest count and layout. A 100-person seated dinner needs roughly 100 chairs, 11 to 12 round tables, tablecloths, napkins, a full place setting of crockery and glassware, and cutlery. Add serving equipment and bars based on your catering format.
For standing receptions, switch to poseur tables and bar stools — roughly one poseur table per 6 guests works for a networking event. For outdoor events, add gazebos for shelter, patio heaters for warmth and outdoor furniture for informal seating. All EventPro® gazebo canopies meet BS 7837:1996 flame-retardant standards.
Individual product pages show minimum quantities, stacking heights and packing dimensions to help with logistics planning at your venue.
For large orders during busy periods — summer weekends, bank holidays, Christmas and university exam season — book as early as possible. Chairs, linen and glassware sell out for peak dates months ahead. For smaller orders in quieter periods, a week's notice is usually enough. Last-minute bookings within 48 to 72 hours are handled based on availability from your nearest depot.
Orders over £1,000 ex-VAT can be secured with a 25% advance deposit to lock in your stock before paying in full.
Check venue access before your delivery date. The driver has 15 minutes and needs access within 50 metres of the vehicle. If items need carrying upstairs or into a lift, select the two-person carriage option at checkout — single drivers cannot carry up stairs. Delays caused by access issues are charged at £120 per hour or part thereof, so sorting access in advance avoids extra costs.
Pack items back as they arrived. Crockery, glassware and cutlery go back dirty under our send it back dirty service — no washing required. Everything else should come back clean, dry and in the original crates, ready for collection at the agreed time. Have items ready before the driver arrives — waiting time beyond 15 minutes is chargeable.
For step-by-step ordering instructions, see how to order.