Tips on Hiring Chairs for your Event

Planning an event is a thrilling experience, but it comes with its challenges. From finding the perfect venue to finalising guest lists, every detail matters. One often overlooked but essential aspect of event planning is ensuring sufficient and suitable seating for your guests. Whether you’re organising a wedding, an intimate party, or a large corporate function, the chairs you choose can significantly impact your event’s overall success and ambience.

At BE Event Hire, we’ve helped countless clients create memorable events with the perfect seating solutions. Here are some tips to help you navigate the world of chair hire.

Tips on Hiring Chairs for your Event - BE Event Furniture Hire

Start Early to Secure the Best Options

Time is of the essence when it comes to chair hire. Popular styles and designs often get booked quickly, particularly during peak seasons like summer weddings or festive periods. Starting early not only allows you to secure your preferred chairs but also allows you to compare prices, styles, and services across different suppliers.

Begin your search by browsing hire companies’ websites to check their available inventory. Alternatively, ask friends or colleagues for recommendations if they’ve hosted similar events. Once you’ve shortlisted a few options, contact the companies for quotes and ask specific questions about availability, delivery, and setup services.

Plan for Maximum Guest Numbers

While estimating your final guest count early in the planning process may feel daunting, it’s always better to overestimate than to risk falling short. Sharing the maximum potential number of guests with your chair hire supplier ensures they reserve enough chairs for your event.

It’s common for final guest numbers to fluctuate as the event approaches, but most hire companies are flexible and allow adjustments closer to the date. Remember, it’s far easier to reduce the number of chairs later than to scramble for matching seats at the last minute.

Planning for maximum numbers also prevents mismatched seating or compromises in style if additional chairs are sourced from elsewhere. Uniformity in your seating arrangement is key to maintaining a polished and cohesive event aesthetic.

Choose Chairs That Match Your Event

Your choice of chairs plays a significant role in setting the tone for your event. Are you planning a sophisticated wedding with a romantic atmosphere, or is your event a casual corporate mixer? The type of chairs you hire should complement your event’s style and purpose.

For Weddings: Elegant options like Chiavari chairs or gold banquet chairs create a timeless, classic look. Add custom cushions or sashes in your chosen colour palette for an extra touch of personalisation.

For Corporate Events: Modern, minimalist designs, such as stackable chairs or sleek high stools, often work best for professional settings. Consider the functionality of the seating too—guests may not need a full chair if they’ll primarily be mingling or using high-top tables.

For Informal Gatherings: Comfortable options such as cushioned benches or folding chairs can work well for family-oriented or relaxed events.

If possible, visit the supplier’s showroom to see the chairs in person. Sitting on the chairs and lining them up can give you a sense of how they will look and feel at your venue. Additionally, this hands-on approach allows you to ensure the colour, size, and style are exactly what you envision.

Understand Your Venue’s Requirements

Your venue is a key factor in your chair hire decision. Before placing your order, ensure you’ve discussed the logistics with your venue manager.

Capacity Limits: Every venue has a maximum capacity, so it’s crucial to confirm this before deciding how many chairs to hire.

Setup Restrictions: Some venues have strict guidelines about where and how furniture can be arranged. Check if there are rules about access times, furniture placement, or removal after the event.

Flooring Protection: Ask about floor protective measures, such as chair leg pads or covers, to avoid potential damage. This can save you from unexpected costs post-event.

Walking through your venue with a clear idea of the seating arrangement can help you visualise how the chairs complement the space. Measure dimensions and take note of layout restrictions to ensure everything fits perfectly.

Account for Late RSVPs and Surprises

Late RSVPs or surprise guests are inevitable parts of event planning. To avoid the stress of last-minute seating arrangements, order a few extra chairs—approximately 1–2% more than your initial guest count.

If you’re expecting 200 guests, consider hiring an additional 4–6 chairs. This small buffer allows for unforeseen changes without adding significant costs to your overall budget.

Having a few extra seats is always better than leaving anyone standing!

Coordinate Delivery and Collection Details

One of the biggest advantages of hiring chairs is the convenience of delivery and collection services. Confirm the exact timing and logistics for these services with the supplier when booking.

Ensure delivery aligns with your setup schedule and that there’s adequate access to the venue for unloading and positioning the chairs. Some suppliers offer on-site setup services for larger events, saving you valuable time and effort. Similarly, check the collection timeline to avoid penalties for late returns.

BE Event Hire

At BE Event Hire, we pride ourselves on offering a wide selection of quality chairs to suit any event, whether a wedding, a corporate function, or a community celebration. From luxurious banquet seating to practical folding chairs, our inventory is designed to meet your needs.

Our experienced team is here to guide you through the hiring process, offering personalised recommendations to ensure your event’s success. With reliable delivery, competitive pricing, and a reputation for exceptional service, BE Event Hire is your go-to partner for stress-free chair hire.

Let’s Get Your Chair Hire Sorted

Hiring chairs for your event doesn’t have to be a headache. With early planning, a clear vision, and the right hire partner, you can create a seamless experience for you and your guests. From elegant weddings to professional corporate gatherings, the perfect chairs are just a call away.

Explore our seating hire options today, or contact our team to discuss your needs. Let’s make your event unforgettable—with seating that’s stylish, comfortable, and perfectly suited to your occasion.