Office holiday parties are back on the calendar. Whether you’re hosting 40 people in a boardroom in Markham, 150 in a rented hall in Pickering, or a big year-end celebration in a heated tent in Ajax, the planning comes down to the same question: what do we actually need to rent?
We’ve helped plenty of offices, schools and charities across Durham Region and the GTA pull together their December events. Here’s the checklist we walk our corporate clients through, so nothing gets missed and the rentals show up ready to go.
1. Lock in the basics: guest count, venue and date
Before you pick a single linen colour, nail down three things:
- Guest count. Even a rough range (60–80 people) lets us size tables, chairs and floor space.
- Venue. An office, a banquet hall, a restaurant private room, or outdoors under a tent? Each one changes what you need. If you’re in a downtown Toronto or North York office tower, let us know the floor number. We offer elevator service for upper-floor deliveries.
- Date and timing. Early-to-mid December Fridays and Saturdays book up first. If your party runs late or you need us there at a set time, ask about special time delivery.
2. Seating and tables
Seating sets the tone for the whole night. A sit-down dinner calls for round tables, while a mix-and-mingle reception works better with fewer tables and more open floor.
| Party style | What usually works |
|---|---|
| Sit-down dinner | 60″ round tables seating 8–10, plus a head table or two 8 ft rectangular tables for the buffet |
| Cocktail reception | Cruiser tables for guests to mingle and set down drinks, lounge seating, and plenty of standing room. For extra wow, our LED cruiser tables light up the room. |
| Awards or town hall | Rows of chairs facing a stage, with a few tables at the back for food and drinks |
For chairs, our Black Fanback Folding Chairs are a clean, professional pick for corporate events. For a VIP corner or a photo area, our Ivory Velvet Loveseat and matching Ivory Velvet Chairs, paired with a Gold Frame Glass Top Coffee Table, make an elegant little lounge.
3. Linens, place settings and the finishing touches
Linens are where a rented room starts to feel like your party. Black and white are the corporate classics, or match your company colours.
- 120″ round table linens: the most common size, because it fits a standard 60″ round table. We carry 120″ linens in a wide range of colours.
- Rectangular linens in white, ivory and black for buffet, bar and registration tables
- Linen napkins in black or white to match
- Charger plates and table runners to add a pop of colour
- Gold acrylic table numbers if you’re doing assigned seating
- A gold adjustable easel at the entrance for a welcome sign or seating chart
4. Stage, podium and AV
If there’s a CEO speech, an awards segment or a year-in-review slideshow, plan your AV and staging early:
- Stage platform so speakers can be seen from the back of the room. We have sizes for a small speaking area up to a full band stage.
- Podium: our clear acrylic podium gives speakers a clean, professional place to stand.
- Projector and a 100″ projector screen for slideshows and videos
- Red carpet runner for the entrance if you want guests to arrive in style
5. Dance floor, bar and clean-up
If dancing is on the agenda, a parquet dance floor gives everyone a defined space to get moving. A quick rule of thumb we use: plan for about a third of your guests dancing at once, with 6 sq.ft per dancer. For 100 guests, that’s about 200 sq.ft.
For drinks, our 6′ LED Round Bar is a showstopper. It lights up in colour and instantly becomes the centre of the party. See more in our LED round bar post. And don’t forget the less glamorous stuff: garbage bins and bags keep the space tidy so your team isn’t scrambling at the end of the night.
6. Hosting outside the office? Think about a heated tent
No hall big enough, or want to hold the party at your own facility? A heated frame tent in your parking lot or on the property is a real option, even in December. Tent prices include installation and dismantle. Tents over 646 sq.ft (60 m²) need a permit, and we can handle the permit for you. Our guide to heated tent rentals for fall and winter events covers walls, heaters, flooring and lighting.
Booking tips for corporate clients
- Book early. December weekends fill up fast across Ajax, Pickering, Whitby and Oshawa.
- No delivery minimum from September to May, so even a smaller office party qualifies for delivery.
- A 30% deposit and a signed contract hold your date.
- We deliver and set up the day before your event and pick up a day or two after, so your team isn’t rushing.
- Office closed the day before, or need everything cleared out right after the party? We also offer special time delivery and pickup, so we can arrive and leave on your schedule.
- Ask about our 10% discount for charities, schools, vendors and event planners.
Hosting your party outside? See our heated tent rentals for tents, walls, heaters, flooring and lighting, with prices.
Ready to plan your holiday party?
Send us your date, guest count and venue, and we’ll build a complete quote: tables, chairs, linens, staging, AV and bars in one package.
📞 (905) 427-5959 · ✉️ info@jhpartyrentals.com · Request a quote
JH Party & Tent Rentals — proudly serving Ajax, Pickering, Whitby, Oshawa, Durham Region and the Greater Toronto Area.
