You’ve booked the perfect venue, sent out the invites, and all you’re waiting for is the day of your event. Then the delivery lorry pulls up, the marquee is set, the chairs arrive, but something feels “off”. Tables are misaligned, linens creased, cutlery mismatched, and the atmosphere doesn’t look as polished as you imagined.  

At Cameo Event Hire, we’ve seen it many times and we’ve helped fix it. If you’re wondering how to set up your event equipment so everything looks and works flawlessly, you’re in the right place.  

In this blog, we’ll walk you through the key steps, practical tips, and common pitfalls for setting up your event equipment, giving you confidence and saving time, stress, and money. 

For help or equipment hire, call us on 020 8659 8000 or email . 

We believe every event should look effortless. With the right equipment and setup from Cameo Event Hire, your space becomes something to be remembered.

Why Proper Setup Matters 

When you ask how to set up your event equipment, you’re really asking how to create an environment where guests feel comfortable, impressed and engaged. A well-executed setup: 

  • Reinforces your theme and brand (for weddings, corporate, celebrations) 
  • Maximises the comfort and movement of your guests 
  • Avoids last-minute scrambling or replacements 
  • Enables you to focus on the event itself, not firefighting 

Pre-Event Planning: The Foundation For Success 

  1. Walk The Site And Measure Early 

Before chairs and tables arrive, conduct a site visit or request detailed photos or videos of your venue. At Cameo, we even offer complimentary site visits for marquee hire. Note placement of power points, obstructions, and access routes for delivery and collection. 

  1. Create A Layout Map

Sketch (or request) a layout plan, including entrance, furniture zones (tables, bar, dance floor), catering/equipment zones, flow paths. The sizing data for our marquees shows how many guests fit into various bay sizes. Use that to plan correct spacing. 

  1. Order Equipment With Lead Time 

If you’re hiring from us, order early, especially if you need specific linen colours, special chairs (e.g., Chiavari) or LED dance floors. We require a week’s notice for certain coloured linens. Send across guest numbers, event type, and style so we can recommend the right equipment. 

On-Site Setup Checklist: From Arrival To Final Touches 

  1. Mark Out Zones On The Day 

When your hired truck arrives, mark out the areas first (tables, chairs, dance floor, bar). Use tape or chalk to visualise zones. This reduces conflict and damage when equipment is moved. At Cameo Event Hire, we deliver, set up and remove, but mark-out helps avoid errors. 

  1. Furniture And Dance Floor Placement

  • Choose tables (round for social seating, trestle for the top table/buffet) and place chairs with appropriate spacing. 
  • Check dance-floor sizing: e.g., 4.9m x 4.3m LED floor is £525. 
  • For marquees: use our technical data to ensure the width/length fits guest numbers. 

  1. Linen, Tableware & Finishing Details

Once furniture is in place: 

  • Drape tablecloths evenly so hems hang uniformly. 
  • Place table runners (e.g., dimension table runner from Cameo at £4.50) carefully. 
  • Set napkins and chair pads in matching or contrasting colours. We supply a wide selection. 
  • Ensure cutlery, glassware (classic and specialist) and crockery are aligned with the style you chose. For example, our Cabernet & Stolzle glassware ranges. 

  1. Check Safety & Practicalities

  • Ensure all cables (lighting, sound) are taped down or covered. 
  • Exit routes remain clear, chairs are stable, and dance floor edges are flush. 
  • If hiring a marquee, confirm anchoring/rigging is done per specification. 

At Cameo, our out-of-hours contact ensures we can support you on the day. 

Handling Changes And Last-Minute Adjustments 

Even the best-planned events can shift (guest numbers change, weather rolls in). Here’s how we help you answer how to set up your event equipment if things move: 

  • With hire, you can scale quantities up/down (e.g., chairs, tables), with no long-term purchasing required. 
  • For marquee or furniture layout changes, we can visit the site and adjust (Cameo offers this as part of the service). 
  • Always maintain contact with your supplier on the day of delivery; notify everyone early if there are time shifts. 

Post-Event: Breakdown And Follow-Through 

The event may be over, but the setup doesn’t end there. To truly master setting up your event equipment, you also need a smooth breakdown: 

  • Confirm equipment removal time with the supplier. At Cameo Event Hire, standard hire is 72 hours, but we’ll discuss extended periods if needed. 
  • Ensure items are stacked and cleared in the agreed zones. 
  • Inspect for damage early, report any legitimate issues, and don’t pay more than required. 
  • Gather feedback on what worked, layout, comfort, flow and store those insights for your next event. 

Common Mistakes And How To Avoid Them 

  • Wrong scale of tables/chairs: Using 4ft tables instead of 6ft can badly restrict space. Work off our sizing guide for marquees and furniture. 
  • Mismatched linens or colour palettes: Order all linens at the same time so shades match. 
  • Neglecting access/transport: Narrow paths, steps, and low ceilings can obstruct delivery – mark these early in your pre-event survey. 
  • Not liaising with suppliers: If you don’t communicate changes early, you may be charged extra or face limited availability.  

Conclusion 

Learning to set up your event equipment properly is about combining solid planning, the right gear and a dependable supplier. At Cameo Event Hire, we bring over 30 years’ experience in marquee hire, furniture, linen, catering equipment, and more, backed by our Price Promise guarantee and expert team. 

Whether you’re planning a wedding, corporate function, garden celebration or public gathering, let us take the setup hassle off your hands.  

One of our clients said: 

“Will and the entire Cameo team were absolutely brilliant from start to finish.” 

Call us today on 020 8659 8000 or email  to talk through your layout requirements and equipment hire. Make your next event look and feel effortless. 

FAQs 

Q1: How far in advance should I plan my equipment setup? 

A: Ideal timing is 4–6 weeks ahead for layout planning, then a site visit 1–2 weeks before for measurements. 

Q2: Can I change the delivery time on the day? 

A: Yes, but any modifications made within 72 hours may incur additional charges. 

Q3: What happens if guest numbers increase at the last minute? 

A: Hire options allow scalable equipment; contact us immediately so we can adjust quantities of chairs, tables, etc. 

Q4: Do you handle both indoor and outdoor events? 

A: Absolutely. We supply furniture, dance floors, marquees and accessories suitable for lawns, patios, halls and more across London & Kent. 

Q5: Are your setups insured or supported on the day? 

A: We provide an out-of-hours contact number for your event day and advise on best practice; marquee cover is included, but furniture may require separate insurance.