How to establish a budget for a reception?

Define the type of reception and the number of guests

First and foremost, specify the format of your event: seated meal, cocktail party, buffet, ceremony, dance party, presentation or garden party. This choice directly determines the nature and volume of the equipment needed. A seated meal requires set tables, chairs and serving equipment; a cocktail party focuses more on poseur tables and a streamlined bar area; a dance party requires sound systems, lighting and a clear dance floor.

The number of participants — adults, children, vendors, speakers and staff — is the second fundamental factor. It determines the amount of furniture, the size of the marquee, the volume of tableware and the power of the sound system. For a seated meal, count one chair per guest and add a few extra units in reserve for last-minute contingencies.

The right format, the right equipment

Each reception format has its own logistical requirements. A seated meal for fifty people does not involve the same resources as a standing cocktail party for a hundred guests. Clarifying the flow of the evening from the early stages allows you to establish a realistic equipment list and avoid costly oversights.

Don't forget to count people who are present only at certain times during the reception: they may require seating or additional technical equipment, even for a short duration.

Categorize expenses

Splitting expenses into main categories is the most effective method to visualize where your money is going and identify priority items. Common categories include: venue, catering, drinks, furniture, marquee, decoration, lighting, sound system, video projector, gas heating, refrigeration equipment, entertainment, transport, cleaning and any administrative permits.

For a family celebration, certain items can be kept to a minimum. For a professional event, technical aspects, signage and the welcome area often represent a larger share. Adapting this list to your specific context will give you a clear and adjustable view of the overall budget.

Furniture, marquee and technical equipment

The furniture is often one of the first items to plan: tables, chairs, poseur tables, buffet tables, armchairs and lounge sets. Also consider additional tables for drinks, desserts, cake, gifts, guestbook and reception. Renting allows you to adjust quantities exactly to your event without buying or storing.

If the reception is held outdoors, the marquee must be integrated into the budget from the start. Its surface area depends on the number of guests, the type of meal, the buffet area, a possible dance floor, and technical equipment. Do not undersize it: a marquee that is too small makes the event uncomfortable, and last-minute changes are always more expensive.

Sound, lighting, projection

Sound equipment — speakers, microphone, mixing desk, cables, and stands — is essential whenever you plan music, speeches, or entertainment. Adjust the power to the size of the venue and the number of guests: a light setup may suffice for a small reception, while a dance party or a large professional event requires a more comprehensive system.

If photos, videos, or presentations are on the program, add a video projector and screen to your list. Test the projection before the event, ensuring a sufficiently dark area and a location visible from the main seats.

Lighting, gas heating, and refrigeration

As soon as the reception extends into the evening, lighting becomes essential. Distinguish between functional lighting — entrance, buffet, restrooms, paths — and decorative lighting: string lights for a warm atmosphere, spotlights to highlight certain areas or the dance floor. Rental allows you to provide only the equipment truly suited to your venue.

For an outdoor evening reception, anticipate gas heating if temperatures are likely to drop. The number of units depends on the surface area, the marquee opening, the weather, and the number of guests. Install the units on a stable surface, away from fabrics, decorations, and walkways — and never use them in a closed or insufficiently ventilated space.

Refrigeration equipment becomes necessary as soon as the venue's refrigerator is insufficient, during summer receptions, or when a buffet is planned over several hours. Plan its location in a dry, stable area, away from heating, and check the availability of a suitable power supply.

Comparing quotes and prioritizing expenses

Never compare quotes based solely on the displayed price. Precisely check the services included: quantities, dimensions, equipment quality, transport costs, delivery, assembly, disassembly, collection, accessories, cancellation conditions, and support. A lower price may exclude delivery or assembly; a more comprehensive quote may prove more advantageous if you don't have to manage the installation yourself. Always request a detailed item-by-item document.

Transport, cleaning, and contingency margin

The transport costs vary based on the distance, the quantity of equipment, and the site's accessibility. When requesting a quote, please provide the exact address, the distance between the vehicle and the reception area, the presence of stairs, the gate width, and any parking constraints. A delivery to a garden with difficult access may require more time and handling.

Also plan for cleaning in your organization: garbage bags, recycling bins, cleaning products, and staff, or an outsourced service. Tables, chairs, marquees, and service areas must be returned in good condition according to the rental terms. Finally, always set aside a budget margin for contingencies — extra guests, weather changes, added equipment, cables, or technical support — without which you might have to cut an essential item.

Working with an event rental professional

A rental professional helps you build a coherent budget from the start: they advise you on the exact quantities, the equipment truly needed, and the priorities to follow based on your format and location. This prevents renting too much furniture, choosing an undersized marquee, neglecting lighting, or forgetting gas heaters in the middle of autumn.

André Loc'Events operates in Seine-et-Marne, Paris, and Île-de-France. You can rent tables, chairs, poseur tables, marquees, garden lounge sets, lighting, sound systems, projectors, gas heaters, and refrigeration equipment. Provide the date, location, number of guests, event format, and your indicative budget to receive a personalized and detailed proposal.