For most events you need catering equipment across five categories: cooking and heating gear, serving and display items, crockery, cutlery and glassware, furniture and linen, and refrigeration for food and drinks. Exactly what you need depends on your menu, guest count and venue. The good news is you can cover all of it with catering equipment hire from a single supplier, rather than chasing five different rental companies. This checklist walks through each category so nothing gets left off the list on the day.

What catering equipment do you need to hire for an event?

Start by working backwards from your menu and guest count. A plated dinner for 80 needs very different gear to a stand-up cocktail function or a team-building braai. Once you know the format, use the five categories below as your master checklist.

Cooking and heating equipment

This is the gear that gets food cooked on site and keeps it at a safe serving temperature. Underestimate here and you end up with cold food or a bottleneck at the serving line.

• Gas burners, cookers and boiling tables for on-site cooking
• Chafing dishes with fuel to keep buffet dishes hot
• Warming trays and hot boxes for holding food before service
• A spit braai unit if you want slow-roasted meat as your centrepiece
• Pots, pans and large prep containers
• Stainless steel prep tables and cutting stations

If a slow-roasted centrepiece is the plan, a dedicated spit braai service handles the unit, the fire and the carving for you, which removes the trickiest part of the setup.

Serving and display equipment

Serving equipment shapes how the food looks and how smoothly guests move through the line. Good display gear also lifts the perceived quality of the whole spread.

• Buffet stations and tiered display stands
• Serving platters, bowls and baskets
• Serving spoons, tongs, ladles and cake servers
• Cake stands and dessert display units
• Drink dispensers and juice fountains
• Menu cards and table numbers for plated service

Crockery, cutlery and glassware

This is the category people most often underestimate. Count per guest, then add a buffer of ten to fifteen percent for breakages and second helpings.

• Dinner plates, side plates and dessert plates
• Full cutlery sets, including dessert and serving cutlery
• Wine glasses, water glasses, champagne flutes and tumblers
• Cups, saucers and mugs for tea and coffee service
• Serviettes, both paper and linen depending on the event
• Salt, pepper and condiment sets for tables

Furniture, linen and venue setup

Furniture and linen turn a bare venue into a functional, presentable space. Match quantities to your guest count and seating plan, and confirm what the venue already provides before you hire.

• Round or trestle tables for dining, buffet and registration
• Chairs, with covers or sashes if the theme calls for it
• Table linen, overlays, runners and skirting for buffet tables
• Stretch tents or marquees for outdoor functions
• Lighting for evening and outdoor events
• Dance floor or staging if the programme needs it

Refrigeration and drinks equipment

Often forgotten until the last minute, cold storage and drinks gear are essential for food safety and for keeping beverages ready to serve.

• Mobile fridges and chest freezers for on-site storage
• Ice buckets, coolers and ice tubs for drinks
• Urns and coffee stations for hot beverages
• Bar counters and back-bar shelving for drinks service
• Glass racks and bin bins for used glassware

What equipment do you need for different event types?

The five categories stay the same, but the emphasis shifts with the type of function. Use this quick reference to see where to focus your hire list.

Event type	Equipment to prioritise
Corporate lunch or conference	Chafing dishes, buffet stations, urns, crockery, trestle tables
Wedding or gala dinner	Full crockery and glassware, linen, chair covers, lighting, stretch tent
Team-building braai	Spit braai unit, warming trays, sturdy serving platters, coolers
Cocktail function	Cocktail tables, display stands, glassware, bar counter, ice tubs
Outdoor or off-grid event	Gas cookers, mobile fridges, stretch tent, lighting, generators

Should you hire equipment yourself or use a full-service caterer?

Hiring equipment separately gives you control and can suit a DIY event, but it also means coordinating delivery, setup, collection and any shortfalls yourself. For most functions, a full-service caterer is simpler: the equipment is matched to the menu, delivered, set up and packed down as part of the package.

If you would rather hand the whole setup over, Catercom pairs catering equipment hire with full event catering in Centurion and across Gauteng, so the food and the gear arrive together and leave together. One supplier, one point of contact, no gaps on the day.

Frequently asked questions

How far in advance should I hire catering equipment?

Book at least two to four weeks ahead for standard functions, and earlier for peak periods like December and wedding season. Popular items such as stretch tents, spit braai units and quality glassware get reserved quickly during busy months.

How much catering equipment do I need per guest?

Plan one full place setting per guest, then add ten to fifteen percent for breakages, spares and second helpings. For glassware at events with drinks, allow two to three glasses per guest across the evening.

Does the caterer supply equipment or do I hire it separately?

With a full-service caterer, serving and heating equipment is usually built into the menu quote. Extras like furniture, linen, stretch tents and bar setups may be listed separately. Always confirm what is included before you hire anything on your own.

Can I hire just a spit braai unit?

Yes, though many hosts prefer a full spit braai service where the unit, the fire management and the carving are handled for them. That removes the hardest part of running a braai and guarantees the meat is cooked properly.