Are you in charge of planning a party for a big crowd? How exciting! Whether it’s a lavish wedding, a fundraiser, or even a community celebration, pulling together a large event is a big deal (and also a lot of fun).
However, if you've ever thrown a party for more than just a few friends, you’ll know that hosting a big crowd comes with its own set of challenges. Yes, you’ll definitely need enough food and drinks, but you’ll also need to make sure you have all the right supplies so your event runs smoothly, comfortably, and in style.
If you're planning a large scale event here’s a helpful list of essential party hire items you'll want to think about.
Marquees
If your event is outdoors, or even partially outdoors, hiring a marquee is non-negotiable. The Aussie climate can be a little unpredictable, and the last thing you want is to be caught without cover if it rains, or if the sun is beating down.
Marquees come in all shapes and sizes, so you can easily find one (or a few) that suit the vibe and scale of your event. You can even dress them up with draping, fairy lights, or greenery to really set the scene. If it’s going to be super-hot or cold, think about hiring some outdoor heaters or pedestal fans too.
Tables and Seating
Regardless of the type of event, people always need somewhere to sit. Hiring enough tables and chairs is essential for a large event. Think about the style you're going for. Are you after long banquet tables? Round tables for group conversations? High bar tables for a relaxed cocktail event? Your hire company can help you match the right furniture to your event size and layout.
Don’t forget about extras like table linen, chair covers, or table decorations if you want everything to look polished and cohesive.
Catering Equipment
If you’re hiring a caterer, they’ll usually bring some of their own gear, but depending on your setup, you might still need to organise extras like:
Bar fridges and ice buckets
Serving ware for both food and drinks
Ovens, BBQs, or pie warmers for keeping food warm
Crockery, glassware, and cutlery
Having the right catering equipment makes a huge difference in keeping service smooth and guests fed.
Lighting and Sound
Good lighting and sound are what turn a gathering into an event. Even if you’re hosting during the day, it’s smart to have lighting sorted for when the sun goes down. Fairy lights, festoon lighting, uplights, or chandeliers can totally transform your space and create an amazing atmosphere after dark.
For sound, think about what you’ll need based on your entertainment. A simple PA system might be enough for speeches and background music. But if you’re hiring a DJ or live band, you’ll want a full sound setup.
Dance Floors and Stages
If you're planning on having speeches, performances, or dancing (and really, most big parties do), hiring a proper stage or dance floor is a smart move.
Dance floors can be set up indoors or outdoors and come in a range of sizes and finishes from sleek black-and-white to rustic timber. It helps define the party space and encourages people to get up and dance, rather than hanging back awkwardly.
A stage makes sure that your speakers or performers are easily seen and heard by everyone, which is essential for bigger crowds.
Organising a large event might feel overwhelming at first, but with the right supplies (and the right event hire team backing you up), you’ll be surprised how smooth it can be.
If you're planning a big celebration anywhere in NSW, ACT, or VIC, get in touch with the trusted party hire team at Barlens. We’ll help you create a checklist, suggest items you might not have thought of, and make sure everything arrives on time, looking perfect.
Reliable Party & Wedding Hire Canberra
Reach out online or call 02 6206 2020 (Canberra) / 02 6043 0605 (Albury) today.
