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Tables, chairs, linens, glassware, bars, and everything else that fills the venue.
Event rentals are the one line item that shows up in every quote and quietly balloons the budget. This checklist is what we use internally to spec a rental order from scratch — quantities, item types, and the small extras that quietly separate a polished event from a scrappy one.
Tables: how many, what shape
The default for a seated dinner is 60-inch round tables seating eight to ten guests. Long banquet tables (6 or 8 feet) create a more communal feel and photograph better for weddings, but they take more floor space per guest.
Add a sweetheart table for the couple at a wedding, a gift table, a guest book table, a cake table, and one or two cocktail tables per 40 guests for cocktail hour. Bar-height cocktail tables encourage mingling; low ones encourage standing around eating.
Chairs: chiavari, folding, or lounge
White wood folding chairs are the safe default for outdoor ceremonies and casual receptions. Chiavari chairs (gold, silver, wood) elevate the room and are the standard for weddings — expect to pay two to three times a folding chair.
For corporate lounge zones or wedding cocktail hours, mix in a few lounge groupings: two low chairs plus a coffee table, a small couch plus side tables. They give guests a place to rest and photograph beautifully.
Linens: color, drop, and count
Linens are usually where hosts trip up. Order the correct drop for the table size — a 120-inch round for a 60-inch table gives you a floor-length drop; a 108-inch is a lap-length drop. Napkins should match or intentionally contrast; order one extra per ten guests.
Common colors are always in stock. Specialty colors, sequin runners, and velvet linens often require a two-week lead time — order early.
Glassware, flatware, and place settings
Standard place setting is a dinner plate, salad plate, bread plate, dinner fork, salad fork, dinner knife, and a coffee cup. Order 10-15% more than your guest count for breakage and mid-service swaps.
For glassware, count on three glasses per guest at a full-service dinner — water, wine, and cocktail. Champagne flutes for toasts are usually one per guest, delivered pre-set.
Bars, chafing, and the working gear behind the scenes
Every event needs one portable bar per 75 guests, plus ice tubs, bar mats, and bar-back tables. Buffet events need chafing dishes with fresh sterno for hot food, plus water carafes and coffee urns.
Do not forget trash receptacles with liners — a common oversight that leaves the cleanup crew scrambling. One trash and one recycling bin per 40 guests is a good baseline.
Comfort extras for outdoor events
Patio heaters if your event stretches past sunset in the Bay Area — even July nights get cold once the fog rolls in. String lights transform a bare backyard into a venue. Dance floor sections are worth it if guests are wearing heels on grass.
Umbrellas or a tent add-on for anything happening before 3 pm outdoors. Nobody enjoys a plated lunch in direct sun.
Frequently asked
How far in advance should I book event rentals?
Peak-season Saturdays from May through October, six to eight weeks out. Off-peak dates often have availability inside a week.
What if my guest count changes?
Most rental contracts allow adjustments up to seven days before the event at no charge. Last-minute additions are subject to availability.
Do you deliver, set up, and pick up?
Yes. Delivery, setup, and next-day pickup across the Bay Area are standard. Will-call from the warehouse is also available for smaller orders.
Ready to book event rentals?
Tables, chairs, linens, glassware, bars, and everything else that fills the venue.
Event Rentals across the Bay Area
Jump to a dedicated event rentals page for your city.