Planning an event? The right party hire package can save you time, reduce stress, and elevate your event. Here’s how to get started:
- Understand your needs: Define your event type, goals, guest numbers, and venue requirements.
- Consider timing: Book early to secure availability, especially during peak seasons like October–March for weddings or November–December for corporate events.
- Know what’s included: Standard packages cover essentials like furniture and lighting, while premium options add extras like photo booths, flower walls, and marquee setups.
- Customise your event: Add-ons like DJ setups, themed décor, or interactive features can personalise your event.
- Set a budget: Plan costs in AUD, including delivery, setup, and a buffer for unexpected expenses.
Quick tip: Compare packages side-by-side to see which best aligns with your theme, guest requirements, and budget.
The right hire package makes hosting easier and ensures your event is memorable and stress-free.
What Should Your Party Budget Be?
Understanding Your Event Needs
Getting a clear picture of your event requirements is key to making decisions that are both practical and budget-friendly.
Define Your Event Type and Goals
Every event comes with its own set of needs, so understanding the type of event you’re hosting is the first step. For instance, weddings often require full setups for both the ceremony and reception, while corporate events need professional layouts and branding elements. Birthday parties, on the other hand, can range from kid-friendly environments to spaces designed for adult entertainment.
The purpose of your event will shape many details, like seating arrangements and catering styles. For example, a networking event benefits from open spaces that encourage mingling, while a formal dinner might call for traditional table settings and plated meals.
It’s also important to think about your audience. If you’re expecting families with young children, you’ll want to provide accessible facilities and entertainment suitable for kids. For corporate events, focus on professional equipment and layouts that encourage interaction. Clearly defining these aspects will help you estimate guest numbers and choose the right venue.
Estimate Guest Numbers and Venue Requirements
Once you’ve identified your event type, estimating guest numbers becomes crucial. This figure impacts everything – from the size of the venue to the budget. As a rule of thumb, around 60% of invited guests typically attend. For close friends and family, that number might rise to 75%, and for ticketed events with an entry fee above $20, attendance could reach as high as 90%.
Depending on your guest count, here’s a rough guide to space requirements:
- Cocktail party (standing): about 600 sq ft for 100 guests
- Mixed setting (standing and seated): around 800 sq ft
- Banquet with round tables: approximately 1,200 sq ft
- Theatre-style seating: between 600–800 sq ft
- Reception with a dance floor: at least 900 sq ft
Make sure to focus on usable space for guest comfort, avoiding areas that are awkward or inaccessible. Visiting the venue in person is a smart move – it helps you spot any limitations before committing.
Also, decide whether your event will be indoors or outdoors. Outdoor events may need contingency plans for weather, extra lighting for evening functions, and equipment that can handle wind or fluctuating temperatures. Indoor venues, on the other hand, might come with restrictions on decorations, noise levels, or setup times.
Consider Date, Season, and Special Requests
Timing is another major factor that affects availability and costs. In Melbourne, for example, the wedding season peaks from October to March, while corporate events tend to cluster around the end of the financial year in June and during the Christmas period from November to December.
Here’s a general timeline for planning:
- Weddings: Book 12 to 18 months in advance
- Private parties: Plan 3 to 6 months ahead
- Corporate events: Secure bookings 6 to 12 months in advance, especially during busy seasons
"Timing plays a major role in the success of any event, especially when it comes to catering. Booking early gives you more choice, time to plan, and peace of mind." – Essential Catering & Events
Seasonal factors also play a role in shaping your event:
- Summer: Consider cooling options and shade structures
- Winter: Add heating elements or covered areas
- Spring: Be prepared for unpredictable weather with backup plans
Special requests can further refine your event package. For instance, ensure accessibility for guests with mobility needs. Events with children may require safety-focused layouts and family-friendly food options, while religious or cultural considerations might dictate specific arrangements or dietary preferences.
Lastly, think about any unique features your event might need. Live music setups may require additional power and acoustic planning, photography-focused events can benefit from customised lighting and backdrops, and interactive elements like photo booths or games need adequate space and power access.
Common Party Hire Package Items
When planning an event, party hire packages can simplify the process by offering a mix of essential and optional extras to create an unforgettable experience. Knowing what’s typically included in these packages helps you make informed decisions. In Australia, the party supply rental industry is projected to be worth $509.0 million in 2024–25, with 876 businesses operating across the country.
Standard and Premium Package Features
Standard packages usually cover the basics needed to set up a comfortable and inviting event space. These essentials often include furniture, marquees, kitchenware, tableware, lighting, and sound equipment – everything you need to ensure your guests feel at ease and enjoy the event.
Premium packages go a step further by including features that elevate the event’s atmosphere and entertainment. For example, photo booths are a hit at many gatherings, available in various styles like open-air, enclosed, or luxury glam versions, providing a fun way to capture memories.
Flower walls have also gained popularity as a stylish backdrop that complements event themes. These can be customised with real, silk, or mixed-media arrangements, with prices typically ranging from $125 to $175 per square foot.
Light-up letters are another standout feature, adding a personal touch by spelling out names, brands, or custom messages. They not only light up the venue but also serve as eye-catching spots for photos.
For outdoor events, marquees and gazebos provide flexible covered spaces that suit both formal and casual occasions. With heating or cooling options, they ensure guests stay comfortable no matter the weather.
Beyond these core features, many packages offer additional options to customise your event even further.
Add-Ons and Customisation Options
Add-ons allow you to tailor your event to a specific theme or style. Entertainment options like DJ setups, face painting, airbrush tattoos, magic shows, and professional photography can add an extra layer of fun and engagement.
For DJ services, packages can range from basic setups with 4-channel controllers, 400W speakers, and wireless microphones to more elaborate systems featuring 500W subwoofers, matrix lighting, laser effects, and smoke machines.
Themed party packages are another growing trend, with options designed around music festivals, pop culture icons, and more. These often come with extensive customisation possibilities.
Photo booths also offer a variety of personalisation features, such as digital backdrops, customised guest books, themed stickers, and branded signage to match your event’s vibe.
Other popular add-ons include dance floors, slushie machines, glow furniture, cocktail tables, and smoke machines, all of which can help create a unique and memorable experience.
Social Media and Post-Event Benefits
Modern party hire packages often come with features designed for social media, extending your event’s impact well beyond the day itself. Items like photo booths, flower walls, and light-up letters naturally encourage guests to take and share photos, boosting your event’s visibility on platforms like Instagram and Facebook.
Many providers now include online photo galleries, allowing guests to access and download high-quality images after the event. This not only gives attendees a lasting keepsake but also promotes organic sharing on social media.
Some packages even offer instant sharing options, so guests can upload their photos in real time. Combined with integrated photography and videography services, these features ensure both candid and formal moments are captured as lasting memories.
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Matching Packages to Your Theme and Budget
Once you’ve got a clear idea of your event’s needs, the next step is to align your package choices with your vision and budget. This ensures your event is not only cohesive but also unforgettable.
Style Packages to Match Your Event Theme
The key to creating a visually stunning event lies in choosing decorative elements that blend seamlessly. Decorations that match your theme can elevate the atmosphere and leave a lasting impression. Think flower walls, light-up letters, or LED furniture that complement your event’s colour scheme and style. For example, rustic weddings might call for muted silk flowers and elegant script fonts, while casual parties could shine with bold, vibrant blooms and block lettering.
Many providers offer custom-made arches and balloon garlands to tie everything together. Some even let you share inspiration images beforehand, helping to bring your vision to life.
"True style and creativity are not something that can be learnt. We will work closely with you to understand your vision and inspiration. 100% is our satisfaction, through our innovative process, we will create a truly spectacular and memorable experience for your events. We will make sure every detail is covered from start to finish to deliver exactly what you want." – ALPHA Couture Events
If you’re unsure about your theme, professional decorators can step in with ideas or even create custom decorating kits tailored to your preferences.
Budget Planning in Australian Dollars (AUD)
Planning your budget effectively means understanding every cost involved in hiring party packages. Start by drafting a detailed budget early on, and keep revisiting it as you finalise details. Break it down into clear categories: base price (including GST), delivery, setup, and any overtime fees. Don’t forget to include a 10% buffer for unexpected expenses.
In Australia, prices can vary significantly. For instance, wedding ceremony packages might start at $899.00 for themed setups, while Marquee Party Packages for 120 guests could go up to $12,995. Many companies also offer bundled packages to maximise value. As you finalise bookings, update your budget with actual costs to ensure you’re on track.
Use a Comparison Table for Decision-Making
A comparison table can make it easier to weigh your options and choose the best package for your event. Here’s an example:
| Package Element | Option A | Option B | Option C |
|---|---|---|---|
| Base Price (AUD) | GST-inclusive pricing | GST-inclusive pricing | GST-inclusive pricing |
| Delivery & Setup | Included / Additional cost | Included / Additional cost | Included / Additional cost |
| Theme Compatibility | Rate 1–5 for your event | Rate 1–5 for your event | Rate 1–5 for your event |
| Guest Capacity | Maximum numbers supported | Maximum numbers supported | Maximum numbers supported |
| Customisation Options | Available modifications | Available modifications | Available modifications |
| Social Media Features | Photo-friendly elements | Photo-friendly elements | Photo-friendly elements |
This structured approach helps you compare key elements side-by-side, making it easier to identify the package that best fits your needs and budget.
Practical Tips for a Smooth Party Hire Experience
Booking your party hire package is just the beginning. To ensure everything runs smoothly from start to finish, here are some practical steps to follow.
Book Early and Communicate Clearly
Plan ahead and book as early as possible, especially during Melbourne’s busy season from October to March when demand is at its highest. Early booking not only secures your preferred items but also gives you ample time to prepare.
Before contacting a hire company, have the basics ready: your event date, guest count, venue details, budget, and specific requirements. Clear and consistent communication is key. Share updates with your provider as the event date approaches to establish a strong working relationship.
Be specific about your needs. Outline the event’s tone, theme, and the atmosphere you want to create. Provide details on scope, timelines, and what success looks like for you. This helps your hire company align their services with your vision.
Creating a detailed event schedule is also essential. A timeline ensures your event runs smoothly and serves as a communication tool between you and your provider, keeping everyone aligned on what needs to happen and when.
Once you’ve laid the groundwork, it’s time to focus on the logistics.
Confirm Package Details and Logistics
Double-check every detail of your hire package. Confirm delivery times, setup and pack-down schedules, and any on-site support included. Plan these logistics well in advance to allow room for adjustments or to address unexpected challenges.
Refer to your event plan to ensure the venue can accommodate your hired items. For example, confirm kitchen facilities for catering equipment or power access for DJ setups. Coordinate with the hire company on how and when equipment will be dismantled and returned after the event.
If you’ve hired technical equipment like sound systems or lighting, ensure someone on your team knows how to operate it. For more complex setups, ask the professionals for guidance on installation. Having backup equipment or technical support on hand can also save the day if issues arise.
Stay organised with a checklist. Use it to track requirements, review venue event orders, and confirm timings with all suppliers. This proactive approach helps avoid last-minute surprises that could disrupt your event.
With logistics in place, the final step is to carefully review your agreements.
Review Agreements and Documentation
Take the time to read through your contract thoroughly. Confirm all terms, including delivery windows, setup times, payment schedules, and cancellation policies. Double-check that event dates are formatted as DD/MM/YYYY and that all costs are listed in Australian dollars.
Understand both your responsibilities and the hire company’s obligations. If anything is unclear, ask for clarification before signing. It’s much easier to resolve questions early than to deal with misunderstandings on the day of your event.
Most hire companies require a deposit upfront, with the balance due closer to the event. Ensure these payment terms fit within your budget planning.
Keep all documentation organised and accessible. This includes contracts, contact numbers, delivery schedules, and package details. Having everything in one place makes it easy to coordinate with vendors and venue staff as the event date approaches.
Conclusion: Make Your Event Memorable with the Right Package
Planning an event can feel overwhelming, but choosing the right party hire package can make all the difference. It’s all about understanding your needs, setting a realistic budget, and working with a provider you can trust. As Thorben Grosser, VP of Partnerships and Channel at EventMobi, puts it: "Event budgeting allows you to host events within your organization’s financial means that still achieve your event objectives".
The secret to a standout event lies in aligning your hire package with both your goals and budget. High-quality equipment and attentive service can elevate your gathering from good to unforgettable. Timeliness, professionalism, and great customer care are crucial for a smooth experience.
One Click Events simplifies the process by leveraging expert planning and strong vendor relationships. They handle the nitty-gritty details, minimise risks, and streamline communication. Plus, professional planners often secure better rates, acting as your single point of contact.
Start by assessing what your event needs, setting your budget in AUD, and sharing your vision. Whether it’s a wedding, birthday, or corporate function, the right hire package can transform any occasion into something truly special. Book early, communicate your expectations clearly, and let the experts bring your event to life.
FAQs
What should I consider when customising a party hire package to match my event theme?
To pull off a seamless and unforgettable event, start by matching your party hire package to your event’s theme and vibe. Pay attention to details like the colour palette, lighting setup, and decorative finishes to create a cohesive atmosphere.
Don’t overlook the practical aspects either – factor in the number of guests, the venue layout, and any custom branding or signage you might need. By tailoring your hire package to these specifics, you’ll create a polished and personalised setting that perfectly fits your event.
How do I compare party hire packages to find the best value for my event?
To make a smart choice when comparing party hire packages, start by pinpointing what your event needs. Think about the size of your gathering, the theme you’re going for, and how much you’re willing to spend. Then, dive into the details of each package – does it include things like photo booths, flower walls, or lighting? Make sure the offerings match your vision and check both the quality and quantity of what’s provided.
It’s also a good idea to get a sense of the typical prices for similar services across Australia. This can help you figure out if the package you’re eyeing is fairly priced. Don’t forget to account for any extra costs, such as delivery or setup charges, as these can quickly add up. Reading reviews from past customers can offer valuable insights into the provider’s reliability and the overall value of their services.
The key is finding the right balance between cost and quality. Aim for a package that boosts your event’s appeal while staying within your budget. This way, you’ll be well on your way to hosting a memorable and stress-free celebration.
What should I avoid when booking a party hire package for a large event?
When organising a party hire package for a large event, there are a few pitfalls that can throw a wrench in your plans if you’re not careful. Here’s what to watch out for:
- Last-minute bookings: Waiting too long to book can seriously limit your options. Popular items like photo booths or flower walls tend to get snapped up quickly, especially during busy times of the year. Early planning is key to securing what you need.
- Skipping over the details: It’s easy to overlook things like the number of guests, the size of the venue, or even how accessible the location is for delivery and setup. These small details can turn into big headaches if they’re missed.
- Poor communication: If you’re not clear about your needs and expectations with the hire company, you might end up with services or items that don’t match your vision – or worse, face last-minute surprises.
To sidestep these issues, start your planning well in advance, keep an open line of communication with the hire company, and choose a package that fits your event’s theme, budget, and overall vibe. A little extra preparation can go a long way in ensuring your event is smooth and unforgettable for everyone involved.