Key takeaways
- Every party needs five things: cover, seating, tables, lighting and comfort.
- For a mixed-format party of 40, plan a 4×8m marquee, 5 trestles, about 26 chairs and 4 cocktail tables.
- Food, drink and cake each need their own table — the most-forgotten part of a setup.
- Gas bottles, power leads, flooring and delivery access are the practical items people miss.
Quick answer
For most backyard parties you’ll need five things: cover (a marquee or umbrellas), seating (a chair for every guest at a sit-down meal, or for about a third at a cocktail party), tables for food, drinks and dining, lighting once the sun goes down, and comfort — heaters in cool months, shade and fans in summer. Add a dance floor, bar tables and kids’ furniture depending on the crowd.
Most of the backyard parties I help book start with a list that’s half complete. People remember the marquee and the chairs, then realise a week out that there’s nowhere to put the drinks, the path to the bathroom is pitch black after 8pm, and the grandparents have nowhere comfortable to sit. This checklist is the one we use when we talk a booking through — organised by what each item does, so you can tick off what you need and skip what you don’t.
The core five: what almost every party needs
| Need | What to hire | How many |
|---|---|---|
| Cover | Pop-up marquee (3×3m, 3×6m or 4×8m) or market umbrellas | Enough to cover dining or the bar — see our marquee sizing guide |
| Seating | Dining chairs, bar stools, a few comfortable chairs | 100% of guests for seated, 30–40% for cocktail |
| Tables | Trestle or round tables, cocktail tables, a serving table | One round per 8 guests seated; one cocktail table per 6–8 standing |
| Lighting | Festoon lighting over the main area and paths | One run over dining, one along the main path |
| Comfort | Patio heaters, or umbrellas and fans | About one heater per 10–15 guests after dark |
If your budget only stretches to some of these, prioritise in that order. A dry, seated, well-lit party works even without the extras; a beautiful setup in the rain or the dark doesn’t.
Checklist by party size
Here’s what a typical booking looks like at different sizes. Use it as a starting point, then adjust for your format and space.
| Item | 20 guests | 40 guests | 60 guests |
|---|---|---|---|
| Marquee | 3×6m | 4×8m | 4×8m + 3×6m combined |
| Dining or trestle tables | 3 × 1.8m trestles | 5 × 2.4m trestles | 5 round tables or 6 trestles |
| Chairs (mixed format) | 14 | 26 | 40 |
| Cocktail tables | 2 | 4 | 6 |
| Bar stools | 6 | 10 | 16 |
| Serving / buffet table | 1 | 2 | 2–3 |
| Festoon lighting | 1 run | 2 runs | 3 runs |
| Heaters (cool months) | 1 | 2 | 3–4 |
Food and drink stations
Food and drink need their own furniture, and they’re the most commonly forgotten part of a party setup. Plan for:
- A serving table for buffet, BBQ or platters — a 2.4m trestle with a cloth works for most parties up to 40.
- A drinks station away from the food so queues don’t cross. A wine-barrel table or cocktail table near the esky works well.
- A grazing table if you’re doing grazing boards — a double wine-barrel table is the showpiece option.
- A cake or gift table — small, but you’ll want somewhere that isn’t the dining table.
- Bins — at least two, one for general waste and one for recycling, placed near food and drinks.
Seating that suits your crowd
Chair choice changes the whole feel of a party. Stackable white chairs are practical for big casual numbers; Tiffany chairs look formal and photograph beautifully; Thonet and wire chairs give a relaxed café feel; bar stools around cocktail tables make a party feel social. Our tables and chairs guide covers the numbers in detail.
Two seating rules worth remembering: older guests should always have a comfortable chair close to the action, and if kids are coming, a dedicated kids’ table keeps them fed and stops them roaming between adults’ plates.
Lighting: plan for the hour after sunset
Parties change character once the light goes, and Melbourne sunsets range from about 5:10pm in June to around 8:45pm in late December. Think about lighting in three layers:
| Layer | Where | What works |
|---|---|---|
| Ambience | Over dining and the dance floor | Warm-white festoon lighting |
| Safety | Paths, steps, the route to the bathroom | A festoon run along the path; existing outdoor lights on |
| Feature | Trees, the bar, a photo spot | Fairy lights or coloured festoon |
See all our options in the festoon and party lighting section of the catalogue.
The extras that make a party
None of these are essential, but they’re the things guests remember:
- A dance floor — turns a backyard into a party. 12 m² suits most crowds of 50–80.
- A small stage — if there are speeches, a raised platform means everyone can see.
- Red velvet rope at the entry — a fun touch for milestone birthdays and 21sts.
- Market umbrellas — shade for daytime parties and a strong look in photos.
- Picket fencing — marks out a kids’ play zone or a photo backdrop.
Practical items people forget
| Item | Why it matters |
|---|---|
| Gas bottles for heaters | Not included with heater hire — buy or swap before the day, plus a spare |
| Outdoor power leads | For lighting, music and catering equipment |
| Flooring over soft lawn | Keeps chairs, tables and heels from sinking |
| Clear delivery access | Move cars and open side gates for the delivery crew |
| A wet-weather plan | Marquee walls ready for the weather side |
| Neighbour notice | A friendly note with the date and finish time |
Party timeline: when to book what
| When | To do |
|---|---|
| 6–8 weeks out | Set guest numbers and format; get a hire quote; book the marquee and dance floor |
| 3–4 weeks out | Confirm catering or BBQ plans; finalise furniture numbers |
| 1 week out | Check the forecast; add heaters, walls, umbrellas or fans |
| Day before | Mow, clear the yard, move cars, buy gas bottles and ice |
| On the day | Hire delivered and set up; you focus on food and guests |
| Next day | Hire collected — no late-night pack-down |
Do you need to be home for delivery?
Usually someone should be there to show the crew where everything goes, at least at the start. If that’s not possible, a marked-up photo of the yard and clear access instructions work well, and we’ll confirm the set-up with photos. Collection the next day doesn’t normally need anyone home if everything is left where we set it up.
Five backyard setups that work
- The relaxed BBQ — trestles, stackable chairs, a market umbrella or two. See backyard BBQ hire.
- The milestone dinner — marquee, round tables, Tiffany chairs, festoon and a stage for speeches. See 50th birthday hire.
- The cocktail party — cocktail tables, bar stools, festoon and a dance floor. See cocktail party hire.
- The kids’ party — kids’ tables and chairs, shade over the food, picket fencing. See kids’ party hire.
- The winter gathering — marquee with walls, heaters and flooring over damp lawn.
Questions to answer before you book
The fastest, most accurate hire quotes come from people who’ve already thought about these:
- How many guests — and how many will be there at the busiest time?
- Seated meal, cocktail party or a mix?
- Day, evening, or both?
- What’s the ground like — lawn, pavers, a slope?
- How will the crew get equipment from the street to the yard?
- Will anyone older, very young or using a wheelchair need special seating or level ground?
A neighbour-friendly setup
Good parties keep the neighbours on side. Point speakers away from fences and towards the house, put the dance floor in the middle of the yard rather than against a boundary, and keep festoon lighting angled down rather than into windows. A friendly note under the door a week before — with your phone number and a finish time — solves almost every problem before it starts.
An accessibility check
If older guests, people with prams or anyone using a wheelchair or walker is coming, walk the route from the street to the seating and the bathroom. Look for steps, soft lawn and narrow gaps. Interlocking flooring over grass, a few cushioned chairs near the house and a well-lit path make a big difference to how long those guests stay and how much they enjoy it.
Prices for typical setups are in our party hire cost guide, and you can see packages for every occasion on our occasions page.
Frequently asked questions
What do I need to hire for a backyard party?
At minimum: cover (a marquee or umbrellas), seating, tables, lighting for after dark, and heaters or shade depending on the season.
How many chairs do I need for a backyard party?
A chair per guest for a seated meal; about 30–40% of guests for a cocktail party; around 60% for a mixed party.
Do I need a marquee for a backyard party?
Not always — umbrellas can cover a small daytime party — but a marquee is the simplest protection against Melbourne weather.
Do I need to be home for delivery?
Ideally someone is there at the start to show the crew where things go. If not, a marked-up photo and clear access instructions work well.
Are gas bottles included with heater hire?
No — buy or swap standard LPG bottles before the day, and keep a spare.
Kayla is a Customer Service Manager at Easy Peasy Party Hire. She looks after bookings from first enquiry to the day itself and helps customers plan milestone birthdays and family celebrations.
