From quantity check to collection and return
A practical table and chair hire booking process
Plan table and chair hire bookings around quantities, stock, delivery access, setup windows, deposits, collection and documented changes.
Quote from quantities and real access details
Capture the event date, venue, table size, chair style, quantities, linen or accessory requirements and whether setup is included. Ask about stairs, lifts, loading bays, parking restrictions and the distance from unloading point to room. These details affect vehicle time and labour, not just the delivery address.
Reserve stock against one booking record
Once availability is checked, record the exact stock allocation against the booking reference. Separate confirmed items from requested additions so a late quantity change cannot silently exceed stock. Keep a small operational note for replacements or damaged items without promising inventory you do not hold.
Make payment status clear to dispatch staff
Record the deposit received, balance due date, payment reference and any security or damage charge separately. Before loading the vehicle, confirm whether your terms require the balance to be cleared. The booking tracker should show the status without requiring the driver to search through client messages.
Plan delivery, setup and collection as separate steps
Record the earliest venue access, room-ready time, event start, collection window and named on-site contact. For dry hire, make collection instructions and item counts explicit. For installed layouts, keep the agreed floor plan or table schedule with the job.
Reconcile returned quantities
After collection, compare returned quantities and condition with the dispatch record. Document any shortage or damage before contacting the client, and apply only the process set out in the reviewed booking terms. Close the booking when stock and payment records agree.
What should a table and chair hire enquiry include?
Collect the date, venue, item types and quantities, setup requirement, access restrictions, delivery and collection windows, on-site contact and any floor-plan information available.
How should quantity changes be recorded?
Check stock first, then issue an updated written summary with quantities, price and payment impact. Keep the previous version so the team can see what changed.