How much do party rentals cost in the Palm Beaches and Treasure Coast? This is the part of planning that comes together quickly. We’ll go through what each kind of rental costs around here, and you can run your guest count through our free calculator for a personalized estimate.
We’ll also cover why the calendar here peaks between November and April, what the South Florida Fair and ArtiGras do to vendor availability, and how SunFest changes a May date.
With those settled, you’re set up for a beautiful celebration on this coast!
- Estimate What Your Palm Beaches-Treasure Coast Event Will Cost
- How much does it cost to rent tables in Palm Beaches-Treasure Coast?
- How much does it cost to rent chairs in Palm Beaches-Treasure Coast?
- How much does it cost to rent linens in Palm Beaches-Treasure Coast?
- How much does it cost to rent bar and glassware in Palm Beaches-Treasure Coast?
- How much does it cost to rent lounge furniture in Palm Beaches-Treasure Coast?
- How much does it cost to rent decor in Palm Beaches-Treasure Coast?
- What Else You Need to Know About Planning an Event in Palm Beaches-Treasure Coast
- SunFest: Florida’s Largest Waterfront Music and Art Festival
- Weather and Hurricane Season
- Booking Timelines Around Winter Season Demand
- Permits and Regulations in Palm Beaches-Treasure Coast
- Venues in the Palm Beaches
- Need Party Rentals in West Palm Beach?
Estimate What Your Palm Beaches-Treasure Coast Event Will Cost
Tell the calculator how many guests you’re expecting and which categories you’re renting, and it returns an estimate for this area.
Calculate Approximately How Much Party Rentals Will Cost
Estimate what rentals might cost for your event. We've filled in the basics — add or remove items to see what changes.
Estimated rental cost
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Rentals only — delivery, setup and damage waiver are quoted separately.
Why a range? Picking your table and chair styles below narrows it. The rest of the spread comes from the other categories — the low end assumes a practical setup, the high end a more formal one.
What's included
Tick anything on or off. Open a row to see what's behind the number.
Real prices depend on your dates and what's available.
See rentalsDelivery and setup. Not included above. Budget roughly $150 to $200 for delivery in most metro areas, and more if the site sits well outside the metro or the load-in needs extra labor — walk-ups, freight elevators and after-hours windows all add time.
Damage waiver.
Totals cover rentals only — not venue, food or staffing.
How much does it cost to rent tables in Palm Beaches-Treasure Coast?
A 60-inch round seats 8 with formal place settings, or 10 at a casual buffet. The gap between those 2 numbers is elbow room. A formal setting puts 3 glasses at every seat, for wine, champagne and water, and once all of that is down, the 8th chair is the last one with space around it. At a buffet, where guests are up and back through the meal, 10 fits. A guest list of 200 works out at 20 to 25 rounds, depending on which of those 2 evenings you’re planning.
The other shapes change the room without changing the count much. A square seats 8 whether it is 48 or 60 inches across, and 12 at 72. An 8-foot rectangle seats 8 to 10 and a 6-foot seats 6 to 8, which is how you get long banquet rows. Rounds are the traditional fit for a ballroom evening, and the Majestic Ballroom of West Palm Beach is that kind of formal indoor room. Specialty and picnic tables come as one piece with their benches, so they are a single line on the order instead of a table plus chairs.
At a standing reception with no dinner, plan 1 cocktail table for every 4 or 5 guests. Where there is a seated dinner and the highboys only carry the hour beforehand, 1 per 10 guests covers it.
Leave 30 to 36 inches between them so guests can get past a group without asking anyone to move.
Table pricing across the Palm Beaches and Treasure Coast:
Tables
| Item | Typical day rate |
|---|---|
| Specialty & Picnic Tables | ~$75 |
| Square Tables | ~$33 |
| Round Tables | ~$15 |
| Rectangular Tables | ~$13 |
| Cocktail Tables | ~$12 |
How much does it cost to rent chairs in Palm Beaches-Treasure Coast?
Chairs are 1 per guest, and a few spares past your headcount cover the head table and any last-minute attendees. Style is a comfort call, and it depends on the hours guests will spend seated:
- Poly folding chairs. Light, stackable and unpadded. These are great for short ceremonies and casual get togethers.
- Chiavari chairs. These are a more formal choice, and they typically come in gold, silver, white, black or wood. These are padded, so they’re more comfortable for formal, seated dinners.
- Barstools. A few of these give guests somewhere to sit if you’ve rented cocktail tables.
If you’re hosting a backyard party or another casual event, folding chairs without padding are more than likely perfectly fine. But if your guests will be sitting for a long period of time, or your event is more formal, then upgrading to chiavari chairs is a pretty affordable way to keep guests comfortable and completely transform the feel of the room.
What chairs cost here:
Chairs
| Item | Typical day rate |
|---|---|
| Barstools | ~$11 |
| Luxury & Chiavari Chairs | ~$10 |
| Folding Chairs | ~$3 |
How much does it cost to rent linens in Palm Beaches-Treasure Coast?
Order 1 per table, plus a napkin per guest for a seated meal. Sizes are fixed per table and per drop length, so match every table on your order to its own cloth:
- Round. A 60-inch round: 120 for floor length, 108 for lap length.
- Rectangular. A 6-foot banquet table: 90 by 132 for floor length, 60 by 120 for lap.
- Square. A 48-inch square: 72. A 60-inch square: 90 at lap, 108 to the floor.
- Cocktail tables. Their cloths are a separate count from your dining tables, and height changes the size. A 30-inch highboy needs a 108, and a 30-inch short table needs a 90.
Floor length hides the legs and is the dressier of the 2. Lap length is the shorter drop, and it sits well at a daytime party.
Linen pricing for this coast:
Linens
| Item | Typical day rate |
|---|---|
| Rectangular Linens | ~$19 |
| Square Linens | ~$18 |
| Round Linens | ~$16 |
| Chair Covers & Accessories | ~$2 |
| Napkins | ~$2 |
How much does it cost to rent bar and glassware in Palm Beaches-Treasure Coast?
Start with the bottles. A 750ml bottle of wine gives you about 6 glasses, so order against 5 and every pour can be a generous one. A toast runs on its own math: 1 bottle of champagne per 8 guests, half a glass each, with 1 flute per guest. Glasses themselves follow the drinks and not the headcount, since a guest who has wine at dinner and something else afterward has used 2 of them.
Charity galas and club receptions fill the winter calendar between November and April here, and those evenings are where a specialty glass earns its place. Keep 1 shape back for the signature pour, and that drink arrives looking like somebody planned it.
Ask your venue what’s already behind its bar before you order any of this. Some rooms have one built in and some hand you a corner with an outlet, and a portable bar turns that corner into a proper serving point with the ice and the bottles kept underneath. Whoever is pouring belongs in the plan at the same time, because venues generally require a certified bartender and do not allow guests to pour for themselves. Your caterer, your venue and a separate bar service can all supply that person, so find out early which one is doing it.
Bar and glassware pricing in the Palm Beaches:
Bar and glassware
| Item | Typical day rate |
|---|---|
| Bars | ~$198 |
| Specialty Glasses | ~$3 |
| Wine & Champagne Glasses | ~$0.85 |
How much does it cost to rent lounge furniture in Palm Beaches-Treasure Coast?
You should expect to order one lounge set per 100 guests. Wellington’s polo and equestrian season runs a winter calendar of match-day parties and charity events, and those evenings put everyone on their feet for hours with no seating chart anywhere.
Set out 2 or 3 groupings and the guests who want to talk have somewhere to settle in and do it. The same is true of the cocktail hour before a gala dinner, which is often the only stretch of the night with nowhere to sit.
Here’s what goes into one:
- Sofas and settees. The biggest pieces in the set, and the reason a corner reads as somewhere to sit down.
- Chairs and ottomans. The pieces that build the circle outward. A square ottoman is the one to ask for by name, since somebody can pull one over and be part of a conversation without breaking it up.
- Coffee tables and side tables. The low table in the middle is what turns the seats toward each other, and it is where the drinks land.
Give each grouping a sightline to whatever is happening, because a guest who sits down for 10 minutes still wants to be part of the evening.
Lounge pieces, priced individually:
Furniture
| Item | Typical day rate |
|---|---|
| Sofas & Settees | ~$213 |
| Lounge Furniture | ~$65 |
| Coffee Tables & Side Tables | ~$60 |
| Chairs & Ottomans | ~$20 |
How much does it cost to rent decor in Palm Beaches-Treasure Coast?
How much of this you need depends on the room you booked. Some arrive with the view or the architecture doing the work, and a plain hall gives you more to shape.
Pipe and drape is how you shape it. A run of drape down the middle of one room lets you hold the ceremony on one side while the dinner tables sit set up on the other, out of sight until you open it. Drape is ordered by the length you want covered, and no formula gets you there from the room’s dimensions, so measure the wall itself and give your vendor that figure.
Stanchions handle the first 10 minutes, when everyone arrives at once. Set them from the door to the check-in desk, and around anything you’d like guests to walk past without stepping into.
Table decor is counted by table, which means your layout sets the number. A party of 200 seated at long banquet rows needs fewer pieces than the same 200 spread across rounds, so settle the table order first and this count falls out of it.
Decor pricing for the area:
Decor
| Item | Typical day rate |
|---|---|
| Table Decor | ~$200 |
| Pipe & Drape | ~$75 |
| Stanchions | ~$15 |
What Else You Need to Know About Planning an Event in Palm Beaches-Treasure Coast
Winter Is This Region’s Busiest Season
November through April is when the Palm Beaches & Treasure Coast really comes alive. Two major winter draws land in the same stretch, and both pull from the same pool of local venues and vendors that any other event that month would need.
The South Florida Fair (January)
The South Florida Fair runs 17 days every January at the South Florida Fairgrounds in West Palm Beach, and a run that long has a real effect on the calendar around it. Fairgoers fill nearby hotels, parking gets tighter across the West Palm Beach area, and vendors who work fair season book up early because the fair itself is also hiring caterers, staging crews, and rental companies for its own operations.
If your event falls anywhere near West Palm Beach in January, treat that month like its own mini peak season, even if your event has nothing to do with the fair.
ArtiGras (Winter)
ArtiGras brings hundreds of juried fine artists to Palm Beach Gardens each winter, a different crowd and a different energy than the fair’s carnival atmosphere. It’s a two-day, art-focused draw, and it still pulls hotel rooms and weekend vendor availability in the Palm Beach Gardens area during its dates.
If you’re planning something nearby that same weekend, confirm your venue and catering early, because a shorter event footprint does not mean less competition for vendors.
SunFest: Florida’s Largest Waterfront Music and Art Festival
SunFest, held every May at the Meyer Amphitheater in downtown West Palm Beach, is described as Florida’s largest waterfront music and art festival, featuring multiple stages over several days right on the waterfront. That scale means downtown West Palm Beach hotels and venues fill up fast during the festival’s run, and street closures around the waterfront are worth checking if your event is anywhere close to downtown that week.
SunFest also marks a real turning point on the calendar. It lands after the South Florida Fair and ArtiGras wrap up, at the tail end of the region’s busiest stretch. If your event date has some flexibility, a late-May booking gives you more breathing room with vendors than anything from January through April.
Golf and Snowbird Season
Golf is a real part of this region’s identity. PGA National in Palm Beach Gardens hosts the Cognizant Classic, a PGA Tour stop that draws top touring professionals and, with them, a wave of hospitality and corporate-event bookings tied to sponsor hospitality suites, watch parties, and client entertaining.
If your organization does any corporate entertaining here, treat tournament week the way you’d treat a major convention: book catering and staffing well ahead of the field’s announcement. You’ll want to book any lounge furniture, cocktail tables, or other rentals well in advance to ensure they’re not all already reserved.
Winter also brings the region’s well-known “snowbird” population increase, as it does across much of coastal Florida. Wealthier seasonal residents return for the season, and with them comes a real bump in demand for private events, from milestone birthdays to holiday gatherings, layered right on top of the fair, ArtiGras, and golf-tournament crowds already filling the same months. A rented dance floor is worth considering for any of these gatherings hosted on a patio or in a great room without existing hardwood. It gives guests a real, defined space to gather without needing to rearrange furniture on the fly.
Weather and Hurricane Season
Early November through early April is this region’s most reliable outdoor window: winter highs sit in the upper 70s, and it’s the driest stretch of the year, which is part of why the whole social calendar above clusters into those same months. If your event has any date flexibility at all, this window is worth locking in first.
June through November is hurricane season here, the same real exposure that the rest of coastal South Florida carries. The honest advice for any event booked in that window is the same advice that applies anywhere along this coast: have a backup plan. That means a flexible reschedule date or a backup indoor venue lined up in advance, not a piece of equipment marketed as storm-proof. No tent or structure should be treated as a hurricane mitigation. If a storm is a real threat to your date, move the event or move it indoors.
Outside of storm risk specifically, this region’s heat and humidity build through the summer months the same way they do across South Florida. A tent or canopy for shade, paired with a couple of pedestal fans to keep air moving, makes a real difference for any outdoor gathering held between June and October.
Booking Timelines Around Winter Season Demand
Outside the winter season covered above, a normal lead time works fine for most venues and vendors here. Inside it, the math changes.
The South Florida Fair, ArtiGras, the Cognizant Classic, and the region’s snowbird-season population increase all stack into the same November–April window. That means any date in that stretch is competing against four separate sources of demand at once. If your event falls within that window, start reaching out to venues, caterers, and rental vendors as early as you would for a wedding during a market’s peak season elsewhere. Don’t assume a smaller event or a weekday date buys you much slack. Snowbird demand alone fills up private venues and caterers that other markets would consider quiet in winter.
SunFest, at the very end of that stretch in May, is a different story. Its early lead-in weeks still carry some winter-season momentum, but by the time you’re a few weeks past the festival, vendor availability opens back up. A planner with real date flexibility should treat late May and the summer months that follow as the easier booking window, reserving the tightest lead times for anything January through April.
Permits and Regulations in Palm Beaches-Treasure Coast
What your event needs here depends on where it sits, so start with the address and ask whoever manages that property. This region covers several counties and a number of separate towns, and what someone confirms for one doesn’t carry over to the next, so get your answer from the county or town where your venue sits. A beach setup is the clearest case of that: ask the town or county that runs the beach what applies to your date before you order anything for the sand. Serving alcohol brings a state license into it on top of whatever is required locally.
Venues in the Palm Beaches
A few venues give a sense of what’s available here without trying to be a full roundup. Lake Pavilion (also known as Lakeside Pavilion) sits on the water in West Palm Beach and is a popular pick for its waterfront setting.
The Majestic Ballroom of West Palm Beach offers a more traditional indoor ballroom setup for weddings and formal events. Kelsey Theater, meanwhile, gives West Palm Beach a real stage-and-seating option for anything with a performance element, from a recital to a corporate presentation. You’ll want to plan chairs and tables for any of these spaces early, especially during the winter peak season.
Planning a wedding? Our guide to wedding venues in Palm Beaches-Treasure Coast walks through more options and what each space is best suited for.
Need Party Rentals in West Palm Beach?
The Palm Beaches & Treasure Coast run on a winter calendar: a 17-day fair, a fine-arts festival, a PGA Tour stop, and a seasonal population surge, all stacked into the same five months. Plan around that window, treat hurricane season with a real backup plan, and book early if your date falls between November and April.
For any event in the region, you’ll want to lock in tables, lounge furniture, a dance floor, cocktail tables, portable restrooms, and more well ahead of your date.
When you’re ready to fill in the rest, browse party rentals on Reventals to start planning your event in the Palm Beaches & Treasure Coast.
