Whether you’re hosting a glamorous wedding in the Sydney CBD, a relaxed garden party in the suburbs, or a large-scale corporate event, the chairs you choose will have a big impact on both style and guest comfort. Hiring the right chairs isn’t just about numbers — it’s about ensuring they suit your theme, venue, and budget. This checklist will guide you through every step so your event runs smoothly and your seating looks flawless.
Table of Contents
- Determine Guest Numbers
- Match Chairs to Event Theme and Venue
- Choose the Right Chair Style
- Consider Comfort and Practicality
- Set Your Chair Hire Budget
- Book Early to Secure Availability
- Plan for Delivery and Setup
- Add Styling and Décor
- Confirm Final Numbers and Layout
- Arrange Pack-Down and Collection
1. Determine Guest Numbers
Before you do anything else, confirm how many guests you’re expecting. Accurate numbers help you avoid hiring too few chairs or overspending on unnecessary extras. For large Sydney events, it’s wise to add 5–10% extra seating as a buffer for last-minute RSVPs.
2. Match Chairs to Event Theme and Venue
Your chairs should complement your event’s style and location. A waterfront wedding in Watsons Bay might call for elegant Tiffany chairs, while a casual community gathering in a park could work well with folding resin chairs. Always consider the venue’s aesthetic and whether it’s indoors or outdoors.
3. Choose the Right Chair Style
From Chiavari and cross back to plastic stacking and banquet chairs, Sydney chair hire companies offer a wide variety. Premium styles suit formal events, while budget-friendly options are ideal for casual functions. Decide on your priorities — style, comfort, durability — and choose accordingly.
4. Consider Comfort and Practicality
Guests will spend a good portion of your event seated, so comfort is key. Look for chairs with padded cushions, supportive backs, and sturdy frames. For outdoor events, opt for weatherproof materials like resin or coated metal to handle Sydney’s unpredictable weather.
5. Set Your Chair Hire Budget
Chair hire in Sydney can range from $2 for basic stacking chairs to $15 for high-end ghost chairs. Factor in your total seating needs, styling costs, delivery, and setup fees. Sticking to a clear budget will help you avoid overspending while still securing quality chairs.
6. Book Early to Secure Availability
Peak event seasons in Sydney — spring weddings, Christmas parties, and summer festivals — see high demand for popular chair styles. Booking at least three to six months in advance ensures you get your preferred choice at the best rate.
7. Plan for Delivery and Setup
Confirm whether your hire company includes delivery and setup in their quote. Some venues have strict bump-in and bump-out times, so coordinate with both the supplier and venue to avoid delays.
8. Add Styling and Décor
Even the simplest chairs can be transformed with sashes, ribbons, florals, or cushions. If you’re on a budget, consider DIY styling — a few small touches can make a big difference and tie your seating into the overall event theme.
9. Confirm Final Numbers and Layout
A week before the event, finalise your guest count and seating arrangement. Provide a floor plan to your chair hire company so they can place chairs exactly where you want them, whether it’s theatre-style, banquet seating, or a mix.
10. Arrange Pack-Down and Collection
After your event, you’ll need to return the chairs promptly. Check whether your supplier offers same-day or next-day collection, and make sure the venue allows for the required pack-down time. This step is essential for avoiding late return fees.
Conclusion & Book Your Event Chairs
With this checklist, you can confidently hire the right chairs for your big event, knowing they’ll look great, keep guests comfortable, and fit your budget.
🎉 Ready to tick “chairs” off your event planning list? Browse our full chair hire range or explore our wedding chair hire options and secure the perfect seating for your Sydney celebration.