Renting tables and chairs is trendy for events and special occasions. It eliminates the need to purchase furniture while providing an easy and affordable solution. However, there are many important factors to consider, from types of furniture to proper delivery and setup.
Benefits of Renting Versus Buying
Renting tables and chairs is significantly cheaper than purchasing, especially if you only need them temporarily. It also eliminates maintenance, storage, and eventual replacement costs.
Rental companies handle the transportation, setup, and breakdown. This saves you time and hassle trying to coordinate everything yourself.
Established rental providers invest in high-grade furniture designed to handle repeated use. Damaged or worn pieces are promptly replaced.
You can customize table and chair orders for each event. Having the latest styles and sizes allows you to match your evolving design visions.
Green Environmental Practices
Renting reduces waste associated with the manufacture and disposal of furniture. Many rental companies also utilize sustainable transportation methods and recyclable packing materials.
Determining How Much You Need
It is a widespread mistake to underestimate your table and seating needs. To determine the right quantities:
- Accurately assess the number of guests
- Account for food, drinks, centerpieces, etc. needing table space
- Allow ample room for movement and dancing if applicable
Generally, round tables that seat 8-10 people each are ideal for minimizing excess space. Rectangular tables work well for buffets, gift displays, etc.
Choosing the Right Style and Size
Consider venue size, room layout, table shapes, and number of seats when selecting furniture. Rental showrooms allow you to visualize options and test for comfort. Popular styles include:
Round Banquet Tables
- Five or 6-foot diameter; seat 8-10 people
- Elegant and intimate for formal, upscale events
Rectangular Banquet Tables
- 6, 8, or 12-foot lengths; seat varying numbers
- Offers flexibility for longer shapes and layouts
Square Cocktail Tables
- 3-foot width; stand height for mingling guests
- Modern look suitable for cocktail parties and receptions
Delivery, Setup, and Other Fees
Rental rates usually do not include additional services like delivery, setup/teardown, linens, etc. These extra yet vital fees can add 50% or more to your total rental costs. Be sure to account for:
- Delivery charges based on mileage
- Labor fees for setup, rearrangement, and breakdown
- Optional linen rentals, skirting, lighting, etc.
Refundable Deposits and Insurance
Most rental companies require deposits, usually 25% of total fees. This safeguards against damage/theft and late returns. Optional loss/damage insurance waives deposits but adds around 12% to rates. Carefully review policies to determine the best option.
Rental Contract Terms and Conditions
Before signing a rental contract, read all fine print thoroughly! Critical points like exact delivery/pickup times, cancellation policies, rain plans for outdoor events, etc., can vary significantly between companies. Ensure terms match the specifics you negotiated to avoid unpleasant surprises.
Types of Rental Tables
Tables create the foundation for any successful event. With such a wide variety of shapes, sizes, materials, and uses, selecting suitable rental tables requires careful consideration of room layout, decor themes, and atmosphere you want to achieve.
Round banquet tables promote face-to-face conversation with a classic, elegant style suitable for upscale, formal affairs. They utilize space efficiently while allowing guests to mingle.
- 60” rounds comfortably seat 8-10 people
- 72” rounds provide ample elbow room for 10
With multiple length options, rectangular banquet tables deliver versatility for customized room layouts. They often accommodate larger groups with their expanded seating capacity and straight lines.
- 6-foot seats 6-8 people; offers intimacy for smaller events
- 8 foot seats 8-10; facilitates buffet service and gift displays
- 12 foot seats 10-12+; maximizes banquet hall seating
The sleek, modern look of square tables complements contemporary venues and chic cocktail parties. Their modular design allows creative configurations.
- 32” cocktail stands at 42” height for receptions
- 60” squares seat 4-6; arrange into longer combinations
Serpentine tables connect rounded and straight tabletops to form flowing, curvilinear shapes. This unique style adds a bold, gallery-like statement to room layouts.
- Make dramatic impressions at fashion shows, exhibitions, and avant-garde events
- Require significant floor space for the curved formation
Kidney-shaped, demilune consoles, adjustable-height pedestals, and pool tables expand table rental selections beyond basic banquet shapes. Branding and themed events utilize unconventional forms to reinforce messaging creatively.
Types of Rental Chairs
The chairs surrounding tables rank equally crucial as the tables themselves when planning events. Party rental companies offer a diverse selection of standard and specialty chairs to meet various design objectives and comfort needs.
Plastic Folding Chairs
Lightweight, stackable, and affordable plastic folding chairs provide reliable functionality for high-volume seating requirements. They work well both indoors and outdoors. Just avoid overly long durations as the hard seats grow uncomfortable.
- Weigh 10-13 lbs for easy transport and rapid setup
- Features contoured seats and backs for ergonomic posture
- Stacks 10-15 chairs high on wheeled dollies protecting floors
Padded Folding Chairs
Padded folding chairs deliver superior comfort for extended events for just a tiny upcharge over plastic versions. Thick foam cushioning welcomes guests to sit back and relax. They remain portable and easy to store.
- Soft cushioning offers lumbar support, reducing back strain
- Stacks 8 chairs high with or without dollies
- Supports 300+ lb weight capacity
Chiavari chairs bring elegance with sleek, gold, or silver aluminum frames featuring curved backs and padded seats. Popular for weddings and formal banquets, ornate models even stack for storage.
- Timeless Italian style made of wood, resin, or aluminum
- Weighs 9-11 lbs, enabling carriage by staff
- Stacks 6 chairs high with included rack
Tiffany chairs mimic antique Louis XVI French furnishings with delicate bubble-shaped backs. Perfect for romantic weddings and luxe corporate events, their clear, lacquered wood frames and upholstered seats epitomize refined charm.
- Intricately handcrafted of premium hardwoods
- Weighs 20+ lbs each, so tricky to quickly rearrange
- Requires padded protective bags for storage
How Many Tables and Chairs Do You Need?
I was determining how many tables and chairs to rent ranks among the most challenging party planning calculations. Underestimating leaves guests cramped together or standing uncomfortably. However, overestimating results in wasted expenditures and space occupied by unneeded furniture. Strike the ideal balance using these insider techniques I’ve developed over many years in the event rental industry.
Factor in Table Size and Shape
- Round tables use the area more efficiently than rectangular
- Small cocktail tables allow greater capacity than banquet sizes
- Serpentine formations require significantly more space
Calculate Venue Size and Layout
Consider overall room dimensions, nooks, dance floors, buffets, and stages that affect usable table/seating space. Account for required walkways and seating depth, too.
Get Final Guest Count
Request RSVPs to obtain firm headcounts. Expect 10-20% unforeseen no-shows or additions. Kids and ones count, too!
Refer to Table Seating Standards
On average, a lot…
- Round 60” = 8-10 people
- Round 72” = 10-12 people
- Rectangular tables = 10-12 people *Inches divided by 12
Allow Extra Tables
Have backups for DJ equipment, gifts, desserts, drinks, etc. Depending on the event type…
- 5-10% more tables
- 10-20% more chairs
This combination of measurements, spatial calculations, confirmed guests, and padded estimates delivers the most accurate furniture counts. Still uncertain? Rent a few extra tables and chairs just for peace of mind.
How Much Does it Cost to Rent Tables and Chairs?
Pricing for table and chair rentals varies widely depending upon:
- Item quality, size, style
- Rental duration period
- Delivery/pickup fees
- Optional services like setup/teardown
Here is an overview of typical per-item rental rates to use as general cost guidelines, followed by tips to save money.
Rental Table Costs
- Plastic folding: $5- $15
- Wooden banquet: $15 – $25
- Specialty cocktail: $25 – $75
Discounts often apply for higher quantities with a full-day rental averaging $20 per table.
Rental Chair Costs
- Plastic folding: $1 – $5
- Padded banquet: $3 – $8
- Chiavari: $5 – $15
- Tiffany: $10 – $25
Pricing drops to $2- $3/chair at 100+ quantities with a full-day average of just $5 per chair.
Delivery, Setup, Linens, etc.
These additional services often cost more than the actual furniture rental!
- Delivery: $100+ each way
- Setup/Teardown: $300+
- Linen Rentals: $15+ per table
Ways to Save Money on Table and Chair Rentals
With banquet halls charging $100+ alone per table, event furniture costs can quickly skyrocket out of budget. Use these tips to secure affordable pricing:
Book Early as Prices Increase Closer to Event Dates
Reserve the best selection and rates at least six months ahead to access t. Last-minute rentals often pay premium pricing.
Take Advantage of Off-Season Discounts
Vendors offer substantial wintertime savings of 10-30%+ to fill schedule gaps from fewer peak season bookings.
Skip Unnecessary Services
Decline setup/teardown and arrange DIY furniture if you have the workforce. Purchase your tablecloths and decor versus renting.
See If Venues Include Complimentary Rentals
Hotels, banquet halls, etc., sometimes provide free or discounted tables/chairs when booking large guest counts.
Avoid Holidays and Special Event Weekends
Popular party dates jack up area demand, so you pay more as vendors capitalize on limited supply.
Choose Basic Furniture
Upcharges apply for specialty chairs, premium materials, and colored linens – skip the unnecessary extras!
Follow these tips and work closely with your rental provider to secure plenty of tables and chairs at the best value for your unique event vision and budget.
Comparing Prices and Offerings of Leading Table and Chair Rental Companies
With so many party and event rental companies to select from, performing due diligence around comparing providers proves essential to finding the best value. Critical aspects like pricing structures, furniture quality, contract terms, customer service, and more can vary greatly.
I suggest utilizing the detailed comparison chart below, highlighting the most critical criteria when evaluating top table and chair rental companies. Fill each column with the corresponding data from respective rental providers (space permits listing 3-5). Then, contrast columns determine the optimal selection based on our needs and priorities. Customize weighting percentages on the right according to what proves most vital for your upcoming event.
Total Weighted Score
Scoring the highest on the most critical aspects while delivering quality furniture at a competitive value should guide your rental company selection. Checking customer reviews and seeking referrals provides further validation you made the right choice.
I advise that required seating counts, desired table sizes, chair styles, linens/decor, delivery logistics, and other vital specifications be documented formally through a written rental contract. Review all policies, costs, and terms before signing to avoid misunderstandings. Now relax knowing reputable tables and chairs await your event, timed perfectly when needed!
Setting the Right Mood and Atmosphere with Tables and Chairs
Beyond supporting food, drinks, and posteriors, event furniture influences mood, interactions, and guest impressions conveyed through creative arrangements and style selections. But what messages do different table and chair rentals communicate?
As a seasoned event planner and designer, I use furniture psychology to construct holistic experiential environments reinforcing the thematic elements clients wish to express. Align rentals with your desired atmosphere using this analysis as inspiration:
Traditional Banquet Hall Charm
Round tables topped with crisp linens surrounded by padded folding chairs emit classic refinement. Just like grandma’s dining room but on a larger scale! This combination celebrates traditions like weddings or cultural banquets through familiar, ornate beauty.
Trendy Cocktail Culture
Groupings of sleek aluminum cocktail tables encourage mingling while stools provide intermittent rest spots. The casual vibe fuels fashionable conversing over past small bites and innovative mixology cocktails.
Professional Power Lunches
Rectangular tables centered precisely within wide room layouts enable meeting productivity. Ergonomic, breathable mesh office chairs provide all-day comfort, signifying mission focus rather than leisurely relaxation during corporate strategic sessions.
Romantic Getaway Dinner
An intimate table for two nestled alongside windows with dreamlike waterfront views kindles a romantic connection. Chiavari chairs bearing partners’ namesakes deliver personalized luxury. Nearby tea lights add a warm glow — just don’t let the flames get too close to flowing silk tablecloths!
Kids Birthday Bash
Long rows of folding tables link buffet-style, bearing vivid tablecloths in the guest of honor’s favorite colors. Sturdy folding chairs line up on either side to contain the merriment (and inevitable messes!) generated by sugar-fueled youngsters engaged in festive play.
Through this small sampling of table/chair rental stories, you witness their influence on the atmosphere, interactivity, occasion, and essence. I cannot stress enough how thoroughly planning themes and choosing appropriate furniture matches desired energy and emotions. Remember tales during your rental process for enhanced congruity, elevating overall event experiences to new heights of joy and meaning.
Tips for Styling Your Rental Tables and Chairs
Transforming the blank slates of rental chairs and tables into fully styled sensational centerpieces occurs through creative touches personalized to your special event. As an experienced designer and planner, I love dreaming up ways to embellish standard furniture with decorative details sure to wow guests.
Follow these table and chair styling tips I frequently utilize for exaggerated elegance:
Play with Height Variation
Mix standard height seating with barstools for visual interest, adding comfort for lengthy socializing. Standalone cocktail tables encourage intimate conversational circles.
Incorporate Living Decor
Strategically situate floral centerpieces so guests peer through vibrant buds. Surround chairs with flowering potted plants emitting delicate fragrances as people brush past.
Overlay Eclectic Details
Consider an assortment of layered linens like burlap underlays and lace overlays with satin runners for ultra richness. Or experiment with overlaying square tables with round tablecloths.
Enhance with Lighting
Candelabras, tea lights in vases, globe string lights — all types of table lighting prove infinitely more flattering than harsh overhead fluorescent beams.
Attach Unique Names
Namesake place cards double as mementos for newlyweds or key guests, or assign fun table names to replace impersonal numbers.
Break perfection by slightly staggering chair distances. Centerpiece florals need not match exactly. Intentionally mismatched chairs and table shapes add quirky personality.
Finish by surveying styled tables and chairs from guests’ perspectives: Fine-tune placements and lighting for optimal visual impact. Now your furnishings functionally support and stylistically stun, thanks to personalized panache!
Top 5 Mistakes to Avoid When Renting Tables and Chairs
After facilitating thousands of event furniture rentals over my extensive hospitality career, I swear costly errors still need to be corrected! Chalk it up to nervous excitement clouding attention to details. Or folks only realized the intricacies of party rentals when sitting smack in a planning storm.
Rest assured, I will safely guide you through possible pitfalls to ensure a smooth setup and problem-free events! Here are the top table and chair rental mistakes I frequently witness, along with solutions to avoid them ruining your memorable occasion:
Underestimating guest numbers top the list for the biggest blunder, sending planners scrambling at the minute once realizing Aunt Sue’s surprise friends had already bumped maximum capacity. When in doubt (or family decides to attend mid-party), buffer rental orders above actual headcounts by at least 10 percent. Remaining conservative prevents squeezing or leaving dear ones standing, which trumps a few extra charges.
Entering measurements incorrectly phenomenally affects layout options and seating capacities. Always verify that banquet room dimensions, tables, and chairs, when mapped out, resemble expectations. Should spacing seem squeamish or bottlenecks inevitable, immediately address changes before the order is finalized. Vendors graciously exchange pieces even at the last minute, provided items remain in stock. Oh, the relief-solving squeezes ahead of time!
Hidden Fees Exposure
Scour those rental contracts highlighting potential surcharges like overtime, delivery, setup/Teardown, damages waivers, etc. Companies specify fees upfront, but unpleasant payment surprises happen, ignoring the fine print. Ensure you completely understand all terms plus the final bill before approving agreements.
Inclement Weather Oblivion
For outdoor ceremonies and receptions, assume the weather eventually intervenes despite best intentions. Discuss tenting, portable flooring, piping and heating, effective rain backup plans, or insurance options in case torrents or flurries force relocations indoors. Better yet, choose venues with ceremony and reception rooms, just in case!
Improper Handling Damages
Sadly, preventable dings, stains, and scratches require steep replacement charges, especially with specialty chairs and linens. Detail rented items for pre-existing defects before use. Handle furniture and decor gingerly, and then report any new incidents immediately. Let venues say major mishaps since their insurance commonly covers incidents. Still thoroughly inspecting rentals ahead of time helps identify preexisting flaws apart from further accidents if disputes arise.
Stay vigilant, avoiding these five common pitfalls when renting party furniture. Pay attention to details, accurate planning, secured backups, and proper item care. Now onward to celebrate joyously until the last song plays out without lingering rental woes to resolve!
Renting event furniture requires forethought yet pays big dividends in saved expenditures and hassles. Assess needs diligently – from precise headcounts to the vision you wish to manifest through creative decor. Select rental providers wisely based on quality, services, and pricing that suit your occasion. Handle pieces properly to prevent damage, plus care for timely return.
When secured far in advance, companies magically deliver tables and chairs, transforming empty rooms into spectacular party spaces. Then, whisk used furnishings away after celebrations conclude. Rinse and repeat as required for life’s special social moments sans storage crammed with idle furniture most days.
In closing, consider rental options to alleviate significant headaches the next time you host loved ones to mark momentous occasions. Hence, you have more time to relish each other’s company instead of fretting about logistics woes. Creating optimal experiences hinges upon the right furnishings foundation. Now, confidently proceed to planning events furnished seamlessly through convenient rentals ready precisely when and how you need them!