Event Rentals 101: What You Can Rent for Your Event
Every great event needs places for people to sit, eat, drink, and be surrounded by the vision. Whether you’re planning a wedding, private party, corporate gathering, fundraiser, or large celebration, rentals help turn an empty venue into a functional event space full of charm. Instead of purchasing items you may only use once, you can choose professional-quality event rentals and party rental supplies that fit your guest count, venue, style, and event plans.
Here is a category-by-category look at what you can rent for an event and how to determine how much you need when partnering with Event Rents.
Why Rent Instead of Buy?
Renting gives you access to the pieces you need without having to purchase, transport, store, and maintain them after your event. It also gives you the flexibility to select tables, seating, linens, tableware, furniture, and other pieces that work specifically for your venue and event design.
For more than 30 years, Event Rents has provided party rentals, wedding rentals, and event equipment across Colorado and Arizona. With teams serving multiple markets, Event Rents can help with everything from an intimate dinner to a large outdoor celebration.
What Can You Rent for an Event?
A rental order can be as simple as tables and chairs or can include many of the elements needed to build an event space from the ground up.
Event Rents offers rental categories including:
- Tents and event structures
- Tables
- Chairs and seating
- Lounge and accent furniture
- Linens and napkins
- Dinnerware, flatware, and glassware
- Bars and beverage service
- Catering and kitchen equipment
- Dance floors and stages
- Lighting and heating
- Event accessories
Here is what to consider within each category.
Tents and Event Structures
Outdoor events may need a tent to create a defined gathering space and provide shade. Event Rents offers multiple tent styles and structures, along with options such as furniture that can help shape the event environment.
Tent selection depends on your guest count, event layout, location, and what needs to fit underneath the structure.
Tables
You can rent tables for a party, wedding, dinner, conference, or other gathering based on how guests will use the space. Options include round and rectangular dining tables, cocktail tables, serpentine tables, and specialty tables.
Consider guest seating first, then account for additional tables for food, gifts, registration, displays, desserts, or other event needs.
Chairs and Seating
Seating options include folding chairs, barstools, benches, and other styles. Your event may need separate seating plans for different portions of the day, particularly when a wedding includes both a ceremony and reception.
When building your rental count, consider where guests will be seated and whether chairs will be moved between spaces.
Lounge and Accent Furniture
Sofas, accent chairs, loveseats, ottomans, rugs, coffee tables, and side tables can create conversation areas away from dining tables. Lounge furniture can work well near bars, cocktail areas, reception spaces, and corporate networking areas.
These pieces can also help define zones within a large or open venue.
Explore Lounge and Accent Furniture
Linens and Napkins
Linens add color, texture, and dimension while giving dining, cocktail, and display tables a finished look. Event Rents offers linens in multiple sizes, colors, patterns, and materials, along with napkins and runners.
Your table dimensions and desired linen drop will determine the appropriate linen size.
Tableware and Place Settings
A complete place setting can include dinnerware, chargers, flatware, water glasses, wine glasses, cocktail glassware, and other tabletop pieces. Your menu and beverage service will help determine what each guest needs.
For weddings and formal dinners, coordinating tabletop rentals is also an opportunity to carry colors and design details throughout the event.
Bars and Beverage Service
Bar rentals help create a dedicated location for beverage service and can be paired with bar backs, glassware, pitchers, coffee service, and other beverage equipment.
Think about what you are serving and how guests will move through the space when planning your bar setup.
Catering and Cooking Equipment
Catering rentals can include chafers, food pans, trays, bowls, kitchen equipment, coffee service, pitchers, and other service equipment.
Your caterer can often help determine quantities and equipment needs based on the menu, guest count, and style of service.
Dance Floors and Staging
Dance floors create a designated area for dancing, while stages can provide space for entertainment, presentations, ceremonies, and speakers.
The appropriate size depends on the event format, expected number of users, room dimensions, and surrounding tables or furniture.
Lighting and Heating
Lighting helps create atmosphere and improves visibility as an event transitions into the evening. Heating can also make outdoor and tented events more comfortable during cooler weather, particularly in Colorado's mountain markets and shoulder seasons.
Plan these rentals around the season, venue, tent configuration, and event schedule.
Décor and Event Extras
Finishing touches can include rugs, easels, modular walls, hedge walls, pipe and drape, room dividers, podiums, carpet, and other accessories.
These rentals can help define spaces, support signage, create photo areas, and complete the overall event layout.
How Do You Figure Out How Many Rentals You Need?
Start with your confirmed or estimated guest count. From there, determine your seating layout, food and beverage plans, event activities, and venue requirements.
How Many Guests Fit at a Table?
A common starting point for round dining tables is:
| Table Size | Typical Seating |
| 60-inch round | 8 guests |
| 72-inch round | 10 guests |
Exact capacity can depend on your place settings, chairs, event style, and desired spacing.
How Many Tables for 30 Guests?
For 30 guests, plan for approximately four 60-inch tables seating eight guests each or three 72-inch round tables seating 10 guests each.
Here is a quick estimate:
| Guest Count | 60” Rounds at 8 Each | 72” Rounds at 10 Each |
| 30 Guests | 4 tables | 3 tables |
| 50 guests | 7 tables | 5 tables |
| 100 guests | 13 tables | 10 tables |
These counts cover guest dining only. Add separate tables as needed for catering, desserts, gifts, registration, displays, or other event functions.
How Tall Is a Cocktail Table?
A standard cocktail table is approximately 42 inches tall. These high-top tables are commonly used for cocktail hours, receptions, networking events, and spaces where guests can gather without assigned seating.
How Many Chairs Do You Need?
For a seated event, plan for at least one chair per guest, plus a small buffer when appropriate.
If your wedding has separate ceremony and reception spaces, determine whether the same chairs can be moved or whether each space needs its own seating inventory.
What Do You Need to Rent for a Party?
Use this starter party rental checklist when planning:
- Tables for guests, food, beverages, and displays
- Chairs and additional seating
- Linens and napkins
- Dinnerware, flatware, and glassware
- Bar and beverage equipment
- Catering and serving equipment
- Tent or shade coverage, if needed
- Dance floor or stage
- Lighting and heating, if needed
- Lounge furniture
- Event accessories
Your final party rental supplies will depend on your venue, guest count, menu, event schedule, and what the venue already provides.
What to Expect From the Rental Process
Start by browsing the Event Rents website and identifying items that fit your event. You can then work with the Event Rents team to refine your selections, quantities, and logistics.
A typical process includes browsing products and building your wish list, scheduling a showroom appointment or consultation, receiving a quote, confirming your order, and coordinating delivery and pickup.
Seeing items in person can be particularly helpful when selecting wedding rentals, linens, place settings, seating, and furniture.
Where Does Event Rents Serve?
Event Rents provides event and party rentals across several Colorado & Arizona markets, including surrounding states (ie. Wyoming, New Mexico, California, Nevada, etc.):
Phoenix and the surrounding area
Product availability and event logistics can vary by location, so connect with your local Event Rents team when planning your order.
Frequently Asked Questions About Event Rentals
What can you rent for a party?
You can rent tables, chairs, linens, tableware, glassware, bars, catering equipment, tents, lounge furniture, dance floors, stages, lighting, heating, and other event accessories. Your rental list should be based on your guest count, venue, menu, and event format.
How far in advance should I book event rentals?
It is helpful to begin planning rentals as soon as your event date, venue, and approximate guest count are established. Availability varies by date, location, product, and quantity, so contacting Event Rents early gives you more time to finalize your selections.
Do you deliver and set up?
Delivery and service requirements depend on your event, rental selections, and location. Talk with your local Event Rents team about delivery, pickup, and setup requirements when requesting your quote.
How many tables and chairs do I need for my guest count?
Plan for one dining seat per guest. A 60-inch round table typically seats eight guests, while a 72-inch round typically seats 10. Remember to include any additional tables needed for food service, beverages, gifts, registration, or displays.
Can I rent just a few items, or is there a minimum?
Rental needs vary widely by event. Contact your local Event Rents team with your product list, quantities, event date, and location to confirm order requirements.
Does Event Rents serve my area?
Event Rents serves customers from its Denver, Colorado Springs, Vail/Aspen, and Phoenix markets. Contact the location nearest your event to confirm service availability for your venue.
Start Planning Your Event Rentals
From tables and chairs to tents, tableware, lounge furniture, bars, and dance floors, Event Rents can help you build the rental package your event needs. Browse our full catalog to see what we offer and if it matches your event.
Already know what you need? Reach out to our locations to see rental options and start planning with the Event Rents team.
