How Many Glasses, Plates & Flatware to Rent for Your Event

- October 17, 2025

One of the most important questions we get from event hosts is: “How much should I rent?” If you order too little, you risk scrambling mid-event. If you order too much, you’ve spent more than you needed to. The key is knowing your guest count, service style, and the flow of your event. Here’s a breakdown to consider per dish type when planning your event.

But wait! Shouldn’t the caterer provide the glass and flatware?

It’s a fair question. If you’re hiring a caterer, they often provide all food-serving supplies. But not always. Here’s why many event hosts rent glasses directly from a rental supplier:

More cost-effective. Even when caterers do offer glassware, it’s often subcontracted from a rental supplier and passed along at a markup.
Not all caterers provide glassware. Some handle food only and expect hosts to source rentals separately.
Greater variety. Caterers typically stock just the basics. A rental company offers a full lineup, with everything from champagne flutes to martini glasses.
Quantity matters. Large weddings or corporate events may require hundreds of matching glasses, which most caterers don’t keep in inventory.
One-stop convenience. If you’re already renting tables, linens, and chairs, adding glassware to the same order keeps delivery simple and styles consistent.
DIY or self-catered events. For backyard parties, family weddings, or beach gatherings, renting glassware is the only way to get what you need in the right quantities.
Stress-free logistics. Rental companies handle delivery, pickup, and cleaning. Caterers sometimes require you to return items washed or boxed in a specific way.

Rental Quantities Explained

Here’s how to select the right quantities of glasses, plates and flatware to keep your event flowing smoothly and your guests happy. Just remember to work backwards from your menu and guest count, and then add an extra buffer to your order.

Plates

Dinner plates: One per guest, per course. If you’re serving multiple plated courses, each course needs a clean plate. For buffet service, guests may return for seconds, so it’s smart to have extras.
Appetiser/Salad plates: One per guest. These smaller plates also double as dessert plates for casual events.
Dessert plates: One per guest, unless using salad plates for both.
Extras: Always add 10–20 percent extra to cover breakage, last-minute guests, or accidental double service.

Flatware

Dinner fork: One per guest.
Salad/dessert fork: One per guest.
Dinner knife: One per guest.
Soup or dessert spoon: Only if applicable to your menu.
Extras: If you’re hosting a plated multi-course meal, double up so your caterer can preset the next course without having to collect and wash utensils mid-service.

Glassware

Water goblet: One per guest at every table setting.
Wine glasses: One per type of wine served. If you’re offering both red and white, have one of each per guest.
Cocktail/beer glass: One per speciality drink or beer served. If you’re offering a full bar, aim for 2–3 glass styles to cover the basics.
Extras: Always order extra — 10–20 percent more than your guest count to account for breakage or quick turnarounds.
Tip: Read our post on Which Glass to Rent for Every Drink

Buffet

When planning a buffet, it’s not just about how many guests you invite. It’s about how many times they’ll go back for food. Buffets often lead to higher usage of plates and cutlery compared to plated dinners. Here’s a quick rule of thumb:

Appetiser/Salad Plates: 1 per guest (if serving appetisers or salads separately).
Dinner Plates: Plan for 1.5–2 plates per guest since many people will return for seconds.
Dessert Plates: 1 per guest if dessert is served separately.
Forks: 2 per guest and extra for appetisers or desserts.
Knives: 1 per guest (if the menu requires cutting).
Spoons: 1 per guest (if serving soups, stews, or desserts).

This post is part of our Event Rental Essentials Guide, your complete resource for planning and renting with confidence. Ready to get started on your event? Browse our party rental equipment in Grand Cayman.