Event equipment hire covers the practical items behind every function: crockery, cutlery, glassware, linen, heaters, generators, bar counters, dance floors, cooler rooms and the trolleys and urns that caterers rely on. Hiring them separately lets you control the budget and avoids paying a caterer's mark-up. Tell us the date, guest numbers, whether the venue has a kitchen and power and where it takes place, and hire companies near you will send one quote for the lot, with delivery and collection included.
Crockery, cutlery, glassware and linen
These are the hire items most often forgotten on a first quote:
- Crockery: dinner, side and dessert plates, soup bowls, cups and saucers, in white or rimmed.
- Cutlery: knives, forks, spoons and dessert cutlery. Allow two forks and two knives per guest for a three-course meal.
- Glassware: water, wine, champagne flutes and tumblers. Allow two to three glasses per guest, more for a bar.
- Linen: tablecloths, napkins, runners and chair covers, laundered after use.
Order about 10% more than your guest count, since breakages and extra guests are common. If you need tables and chairs too, ask for a combined price.
Heaters, generators, bars and dance floors
Larger equipment solves the problems guests actually notice. Patio heaters keep an evening function comfortable on a Cape winter or a Highveld night: one gas heater warms about 10 to 15 guests, and you need a spare gas bottle. Generators matter for tents, bush weddings, load shedding and festivals. Ask for the kVA rating, a fuel plan, a technician if needed and cable runs that don't cross walkways. Bar counters, fridges and ice machines suit a self-managed bar. Dance floors come in panels, black, white or parquet, and a 4 x 4 m floor suits 30 dancers. For sound and lights, see sound hire.
Delivery, breakages and returning items
Most hire companies charge delivery by distance and expect you to count items in and out. Ask whether crockery comes washed, whether you must rinse and crate it, and how soon after the event they collect. Breakage terms differ: some charge a replacement cost for each plate or glass, others include a small allowance of 2 to 5%. A refundable damage deposit of R1,000 to R5,000 is common for bigger orders. Take photos of the delivered stock, and check that gas bottles and generators arrive full and are tested. Keep wet crockery out of the sun and do not stack hot plates.
Budgeting and what to check on a quote
Compare quotes line by line: item counts, hire period (one day or a weekend), delivery and set-up fees, damage terms and cancellation conditions. A caterer may include crockery and cutlery in the per-head price, so check what overlaps before booking both. If a venue includes basic items, don't hire them twice. Small events can often fit a single bakkie of equipment, while large functions need a truck and staff. Ask whether you need public liability cover for the equipment, and whether electrical items are tested. A planner can pull it together for you, see event management.
What to include in your request
- Date, venue and hire period (one day or a weekend)
- Number of guests and meal type (buffet or plated)
- List of items: crockery, glasses, linen, heaters
- What the venue or caterer already supplies
- Power available and whether you need a generator
Event Equipment Hire for different events
- Weddings and traditional ceremonies: crockery, glassware, linen, a dance floor, heaters and a generator for a farm venue
- Corporate functions and year-end parties: bar counters, glassware and heaters for year-end functions and client dinners
- Conferences, launches and expos: urns, crockery and trolleys for tea breaks and lunch, plus a generator as backup
- Birthdays and private parties: glasses, cutlery, a bar and heaters for a home party under a tent
- Kids' parties and baby showers: child-size plates and cups, cooler boxes and tables for a party lunch
- School events and matric dances: crockery for prize-givings, dance floors for matric dances and generators for fun days
- Funerals, church and cultural gatherings: large pots, urns, crockery and trestles for funerals, unveilings and church functions
- Festivals, markets and sports days: generators, bars, fridges, heaters and lighting for markets and concerts
Frequently asked questions
How much does event equipment hire cost?
How many plates and glasses do I need for 100 guests?
Do I need a generator if the venue has power?
What if the hire company's items are late or incomplete?
Event Equipment Hire by province and city
- Johannesburg
- Pretoria
- Centurion
- Midrand
- Sandton
- Randburg
- Roodepoort
- Krugersdorp
- Randfontein
- Germiston
- Boksburg
- Benoni
- Kempton Park
- Alberton
- Vanderbijlpark
- Vereeniging
- Durban
- Pinetown
- Pietermaritzburg
- Richards Bay
- Newcastle
- Ladysmith
- Gqeberha (Port Elizabeth)
- East London
- Kariega (Uitenhage)
- Mthatha
- Cape Town
- Bellville
- Paarl
- Stellenbosch
- George
- Worcester
- eMalahleni (Witbank)
- Middelburg
- Secunda
- Mbombela (Nelspruit)
- Rustenburg
- Brits
- Klerksdorp
- Potchefstroom
- Mahikeng
- Polokwane
- Tzaneen
- Kimberley
- Upington
- Bloemfontein
- Welkom
- Sasolburg