In short
- The caterer often includes basic tables and chairs: the rest is a separate hire.
- The most requested choices: Chiavari chairs, banquet tables, lounge areas for the aperitivo.
- Read the hire price together with transport, set-up, take-down and the deposit.
- Draw a plan with tables, lounge and gangways before you order.
Furniture shapes the space of an event: where people sit, where they talk, where they dance. In a villa on the Appia Antica or a farmhouse in the Castelli Romani the space is large and needs filling with care; on a terrace in the centre every metre counts. Here you will find the most common choices and what to ask the hire company.
What the caterer includes, what you hire
| Item | Usually included by the caterer | Usually hired |
|---|---|---|
| Standard round or rectangular tables | Yes | |
| Basic chairs, with or without covers | Yes | |
| Table linen | Often | Special tablecloths |
| Wooden banquet tables | Yes | |
| Chiavari, Napoleon III, transparent chairs | Yes | |
| Sofas, armchairs, poufs | Yes | |
| High (cocktail) tables | Sometimes | Often |
| Statement bar and buffet counters | Sometimes | Often |
| Platforms, rugs, dance floor | Yes |
Before asking the hire company for a quote, get the caterer to tell you what it already brings. That way you avoid paying twice for the same chairs. For tableware, table linen and kitchen equipment there is the guide to event equipment hire.
Chairs
| Model | Style | Where it works |
|---|---|---|
| Chiavari | Elegant, light | Weddings, gala dinners, ceremonies |
| Napoleon III | Classic, with a decorated back | Weddings, historic villas |
| Transparent (polycarbonate) | Modern | Terraces, corporate events, minimal style |
| Natural wood or bistro | Rustic | Farmhouses, gardens, informal parties |
| Folding garden chairs | Simple | Outdoor ceremonies, tighter budgets |
| With chair covers | Neutral | Rooms with standard chairs that need to look uniform |
Chiavari chairs were first made in Chiavari, in Liguria, in the early 19th century: tradition credits the cabinetmaker Giuseppe Gaetano Descalzi with designing them. Today they can be hired in natural wood, white or gold, with a cushion. Ask about the cushion colour: it changes the effect a great deal.
For an outdoor ceremony, remember that the chairs stay in the sun: in summer dark ones get hot.
Tables
Round
They usually seat 8-10 people, make conversation easy and suit almost any room. They are the most common choice.
Banquet
A long, continuous table made of several tables side by side. Guests sit facing each other. In rough wood, without a tablecloth, it is one of the most requested looks for garden weddings. What to check:
- the length of the space, including gangways for the waiting staff along the sides and at the ends;
- service: at a banquet table the waiting staff must reach every place without anyone having to stand up;
- plan B: if it rains, is there a room where it can be set up again?
High tables
For aperitivi and standing networking. With a stretch cover or a matching cloth they become part of the decor.
The lounge
A lounge area with sofas, armchairs, poufs and low tables gives guests somewhere to sit without being at the table. It works:
- at the aperitivo, especially for older guests;
- after dinner, near the bar or the dance floor;
- at corporate events, for longer conversations.
There does not need to be room for everyone: an area for part of the guests is enough. Ask the hire company for the dimensions of the pieces and materials suited to outdoor use, if the lounge is outside.
Statement bars and buffets
Bar and buffet counters are very visible. The caterer usually has its own; if you want a particular style (wood, marble, illuminated, in company colours) they are available to hire. Coordinate sizes and heights with the caterer: staff need to work comfortably and have space behind for supplies.
Reading a hire quote
The price per piece is only part of the cost. Check that the quote states:
- price per piece and quantity;
- transport there and back;
- set-up and take-down, with times;
- floors and stairs: without a lift the cost can go up;
- deposit and the rules on damage and missing pieces;
- cleaning of the furniture after the event;
- deadlines for confirming final numbers.
In Rome's historic centre, with the ZTL (restricted traffic zone), narrow lanes and buildings without a goods lift, transport is often the item that surprises people most. Give the hire company the exact address and information about access.
Outdoors: wind, sun, rain
- Fabrics and cushions get wet and fade: ask for outdoor materials.
- Light chairs blow away in the wind on terraces.
- A lawn is not a floor: tables and chairs can sink, and sometimes platforms are needed.
- To cover tables and lounges, read the guide to marquees and gazebos for events.
Furniture and table style
Chairs, tables and tablecloths set the table style before flowers and plates do. A wooden banquet table calls for a rustic style; a round table with a long cloth and Chiavari chairs, a classic one. You will find the combinations in the guide to table setting styles.
Changing layouts
At many events the same furniture is used twice: the ceremony chairs become the dinner chairs, a conference's theatre seating becomes a dining room. The changeover needs planning:
- how long it takes, and where the guests are in the meantime (at the aperitivo, in the garden);
- who does it: the hire company's staff, the caterer's or the venue's;
- how many extra pieces are needed so you do not have to move everything.
Questions to ask the hire company
- Which models of chairs and tables do you have? Can I see them in person or in real photos?
- How many of each model do you have? Are there enough for my guests?
- Does the price include transport, set-up and take-down?
- Are there extra costs for upper floors, the ZTL or evening hours?
- Is the furniture suitable for outdoor use?
- What is the deposit? What happens if a piece breaks?
- By when do I have to confirm quantities?
- Have you worked at this venue before?
- Who moves the furniture between the ceremony and the reception?
To finish
The right furniture makes the space comfortable for guests and easy for staff. You will find hire and set-up companies on the page event set-up in Rome; if you are planning a wedding, also look at the wedding caterers. When you have a venue and guest numbers, request a quote from the caterer and ask what is already included.
