Event Equipment Hire Guide — What You Need for Every Event

Hiring event equipment makes sense for almost every occasion in Zimbabwe. Buying 200 chairs, 20 tables and a tent for a single event is expensive, and you are left with storage and maintenance headaches afterwards. Hiring gives you access to well-maintained, clean stock that is delivered, set up and collected — with none of the long-term cost.

A reputable hire company inspects, cleans and repairs stock between events. Linen arrives laundered and pressed, glassware is polished, and chairs are checked for damage. That level of maintenance would be difficult and expensive to do yourself. For a breakdown of typical hire pricing, see our event hire cost guide.

The type of chair you choose sets the tone for the event:

— Tiffany (Chiavari) chairs: Elegant, often gold or silver. Popular for weddings and upscale dinners.
— Plastic chairs: Practical and affordable. Good for large-volume events, church functions and funerals.
— Garden chairs: White folding chairs suited to outdoor ceremonies.
— Banquet chairs: Padded, stackable, hotel-style. Common at conferences and corporate dinners.

As a rule of thumb, order 5–10 per cent more chairs than your confirmed guest count to allow for last-minute additions. Our table and chair hire guide covers types, quantities and layout in more detail.

Round tables (typically seating 8–10) are the standard for sit-down receptions. They encourage conversation and work well with centrepieces. Rectangular trestle tables are more flexible — they work for banquet-style seating, buffet stations, or head tables. Cocktail (poseur) tables are used for standing receptions, drinks areas or registration points.

When calculating how many tables you need, divide your guest count by the seats-per-table (usually 8 or 10 for rounds, 6–8 for rectangles) and add a couple of extras for the head table, cake table, DJ table and gift table.

If your venue is outdoors or partially covered, you will likely need a tent or marquee. Frame marquees give a clean, elegant look and do not have centre poles obstructing sightlines. Peg-and-pole tents are more affordable and work well for larger, less formal gatherings.

Tent size depends on guest count, seating layout and whether you need space for a dance floor, buffet or stage. A common guideline is 1–1.5 square metres per seated guest. See our tent and marquee hire guide for detailed sizing tables and site requirements.

Table linen transforms a plain table into something that matches your theme. At minimum you will need tablecloths in your chosen colour. Runners, napkins and chair sashes add layers of detail. Draping is used for backdrops, ceiling treatments and wall coverage — it can completely change the look of a venue.

Centrepieces range from simple vase-and-flower arrangements to elaborate multi-tier displays with candles, crystals and greenery. The style depends on your theme and budget. For more detail, see our linen and table setting guide and draping and backdrop guide.

Lighting is one of the most underestimated elements of event decor. Fairy lights (string lights) create warmth and atmosphere. Uplighters can wash walls in your wedding colours. Chandeliers add a focal point over the dance floor or head table. Spotlights highlight the cake table or stage.

If your venue is outdoors or in a tent, you will also need functional lighting so guests can see their food and move around safely after dark. Our event lighting guide covers types, effects and practical considerations.

If your caterer does not supply their own service ware, you will need to hire crockery, cutlery and glassware. Chafing dishes keep buffet food warm. You may also need serving trays, water jugs, ice buckets and coffee urns.

Always order 10–15 per cent more than your guest count to cover breakages and extra servings. Our catering equipment hire guide has the full checklist and quantities.

The easiest way to get an accurate quote is to build a list of what you need with quantities. You can do this on our website by browsing the catalogue, adding items to your quote request, and submitting it with your event date, venue and guest count. We reply with an itemised price — usually the same day.

Alternatively, send us your list on WhatsApp or email and we will quote it for you. Contact us for details.