Guide: Grand Cayman Event Rental Essentials

Planning an event? Don’t sweat the setup. Rent smarter with this all-in-one resource.

Here’s your ultimate Grand Cayman event rental guide to getting your bash done confidently, stylishly, and without the last-minute scramble. The topics below cover some of the most popular enquiries we receive. Whether you’re organising a dreamy wedding, a corporate cocktail hour, or a backyard bash in Grand Cayman, one thing is for sure: having the right rentals makes everything easier. From wine glasses to folding chairs and tableware, Massive Equipment is your go-to partner for stress-free event planning in the Cayman Islands.

How many dishes, tables and chairs to rent for my event?

One of the most common questions we get for event rentals is “How many plates, glasses, and forks do I need?” And the close second is around the quantity of table and chair rentals. Here’s a good starting point for glassware, which is not as straightforward as seating. You can always view our quantity guide for more information. How Many Glasses, Plates & Flatware to Rent for Your Event

• Plates: One per guest, per course (plus 10–20 percent extra)
• Flatware: At least one full set per guest, per course
• Glassware: One water glass and one wine glass
• Buffet-style: Order extras. Multi-course dinners? Double up.

For seating arrangements, most venues can provide advice for your setup up but here are some general rules to follow to provide enough seating for each guest while leaving enough room to move about.

• Buffet: Allow about 2 meters of buffet space for every 100 guests to keep lines short and access easy.
• Standing Only – Cocktail Tables: Provide around 15 standing tables per 100 guests for a comfortable, social atmosphere. You could consider adding 2 stools per table to give guests a place to rest if there are no other seating options.
• Seated: Your table options will include a variety of shapes and sizes. Round, square, semicircle, rectangular, and high- or low-top tables are all options. Each typically seats 6–10 guests, depending on size. You’ll obviously want seating for each guest and some extras for unexpected arrivals or even some placements behind-the-scenes for staff working the event.
• Etxras: On the topic of seating, consider if you need to reserve additional tables for décor, gifts, desserts, or other event activity elements.

Event Rental Glassware 101: How to pair glasses by drink type

Not all drinks are served equally, and the right glass makes a big difference. From aesthetics to temperature control, the right glass helps your guests enjoy every sip. Here’s a quick guide below, or you can view the full breakdown here: Which glass to rent for every drink

• Red wine glasses: Larger, rounder bowls for better oxygenation.
• White wine glasses: Slimmer to maintain cooler temperatures.
• Champagne flutes: Tall and narrow to preserve bubbles.
• Highball glasses: Ideal for cocktails and mixed drinks.
• Old-fashioned/whiskey glasses: Great for neat pours and spirits on the rocks.
• Water goblets: Big and practical glasses to anchor every place setting.
• Martini and speciality glasses: Add flair for signature drinks.

How to set a table

Whether your vibe is casual beachside or ballroom chic, a well-set table creates the first impression. Start simple with the basics below. If you want to take it up a notch, add charger plates, dessert utensils, and stemware variations.

• Plate in the centre
• Forks on the left, knives and spoons on the right
• Glasses above the knife
• Napkin on the plate or under the forks

Choosing between a venue or an outdoor tent rental

The main difference between tent rentals and venues comes down to what you value most. Tent rentals offer maximum flexibility, allowing you to customise the layout and décor, choose your location, and scale to fit any guest list. Venues, on the other hand, provide maximum convenience. With built-in amenities such as restrooms, lighting, air conditioning, and sometimes catering. Best of all, they save time on setup, streamline logistics, and often deliver ready-made elegance.

However, our favourite choice is the hybrid option: using a venue with tent extensions to blend indoor and outdoor vibes with comfort and creative freedom.

What to rent for outdoor events

From backyard BBQs to beachfront picnics, celebrating outdoors takes on some new considerations. Many times the food service items, like the BBQ grill, becomes the main event but there are other key elements not to overlook. Keep in mind that cooling and tents are number one when it comes to Cayman’s year-long sunshine. Here are our top picks and a rental supply checklist.

• Ice chests
• Buffet tables
• Canopies for sun and rain
• Cooling fans
• Sound systems
• Games

The ultimate Grand Cayman event rental checklist

Don’t forget the essentials. Here’s a quick list of rentals to consider:

• Tables and chairs
• Linens
• Tent or shade options
• Lighting and décor
• Food service gear: chafing dishes, coolers, platters
• Trash bins and beverage tubs

View the checklist: Cayman Wedding & Party Rental Checklist

Ready to plan?

Massive Equipment has helped hundreds of clients across Grand Cayman throw events of all sizes, and we’re here to help you, too.

📍 View our rentals: massivegroup.com/rentals
📞 Need advice? Contact our team