How to plan your event hire order, from guest count to booking day

Planning an event hire order is easier when you work through it in order rather than booking items as they come to mind. Here is a sequence that keeps you from missing something or double-booking a service.

Start with the guest count and the venue. Your headcount decides the size of everything else, and whether you are hiring a marquee for a backyard, filling out an existing venue, or somewhere in between changes what you need first.

Lock in the big, weather-exposed items early. A marquee (from $450) and a dance floor (from $300) take the longest to book out on popular dates, so confirm these first once your guest count and date are set.

Then layer in seating and tableware. Tables and chairs (from $2) and glassware, crockery and cutlery (from $0.60) scale directly with your final headcount, so leave a little flexibility until RSVPs are in.

Add the finishing pieces. Event lighting or festoon runs (from $180) set the mood after dark, a photo booth (from $400) gives guests something to do, and a cool room or fridge (from $250) keeps drinks and catering cold if the venue's own fridge space is not enough.

Book with lead time in mind. A week or two ahead is usually fine for a small party, but weddings, marquees and peak-season dates need four to eight weeks or more, because the best local hire companies sell out on popular Saturdays. Party Hire Near Me can match you with the right hire companies for each item on your list. Tell us the job and we send you the numbers, free, and you book direct.