Event equipment rental guide: Hyderabad weddings and corporate events

For a Hyderabad wedding you rent seating, a stage, sound, lighting, décor and often a tent. For a corporate event you rent a stage, a line array, an LED wall or projector, microphones and conference seating. Standard items need 2–5 days' notice, longer in wedding season. Budget 18% GST on every rental.

Quick answer

What equipment does a wedding need?

A Hyderabad wedding runs across two or three functions — haldi or mehendi, the ceremony and a reception — and each needs a different set. The ceremony needs a mandap or stage, guest seating, sound for the priest and announcements and lighting after dark. The reception needs a larger stage with a backdrop, a couple sofa, round-table or theatre seating, a DJ rig and décor lighting. Farmhouse functions towards Shamshabad or along the Outer Ring Road add a hangar, a generator and fans. Count guests per function: a 400-guest reception rarely means 400 at the haldi, and paying for chairs nobody sits on is the most common waste in a wedding budget.

What does a corporate event need?

Corporate events in Gachibowli, Hitech City and Madhapur are mostly conferences, town halls, product launches and annual days. The core kit is a stage sized to the room, a lectern, a 2-way sound system with 2–4 wireless microphones, a screen (LED wall above 150 seats, projector below), stage wash lighting and conference seating. Add a registration desk, cocktail tables for the networking break and branded backdrop panels. Annual days need a bigger stage, a lighting truss and a DJ rig. Ask the venue about power at the stage end; a 62.5 kVA generator adds ₹6,000–₹12,000 + GST per day, indicative, as of September 2026, plus diesel.

How much seating do I need for 200 guests?

A 200-guest round-table layout needs 20–25 round tables of 5 ft seating 8–10 each, 200–250 chairs and about 2,500–3,000 sq ft of clear floor. For a buffet reception, seat 60–70% of the guest count at any one time; guests eat, mingle and move. Chiavari chairs are the wedding default at ₹80–₹200 + GST each per day, indicative, as of September 2026. Banquet chairs with covers run ₹25–₹60 + GST and a 5 ft round table with linen ₹250–₹600 + GST, both indicative. Order 5% extra chairs; late additions on the day cost more than spares.

Which stage size fits my venue?

Match the stage to the room, not the guest list. A 12×8 ft stage at 1.5 ft seats a panel of four or a couple on a sofa and suits halls up to 150 guests. A 20×16 ft stage is the standard for receptions and conferences of 200–500 guests, at ₹8,000–₹25,000 + GST per day, indicative, as of September 2026. Above 500 guests, or for performances, go to 24×20 ft at 3 ft so the back rows can see. Quotes should state height and whether carpet, skirting and the backdrop frame are included. A 3 ft stage plus a 10 ft backdrop needs 15 ft of clear ceiling, which rules out many function halls in Kukatpally and Secunderabad.

Do I need an LED wall or a projector?

Use an LED wall when the room is bright, the audience is above 150 or the content is video and branding. A 12×8 ft P3.9 wall is the common conference size at ₹15,000–₹35,000 + GST per day, indicative, as of September 2026, usually with the processor and a technician. P3.9 means a 3.9 mm pixel pitch, sharp from about 4 m back. A projector and 8×6 ft screen is enough for a boardroom or training session under 100 seats at ₹4,000–₹10,000 + GST, indicative, with the lights down.

What sound system suits my guest count?

Size sound by guest count and by what plays through it. Speeches and a priest need clarity: two powered speakers on stands, a mixer and two wireless mics cover 100 guests indoors. From 200 to 300 guests, or any outdoor setting, move to a 2-way line array with subwoofers at ₹12,000–₹30,000 + GST, indicative, as of September 2026. A DJ or live band above 300 guests needs a larger array, stage monitors and a sound engineer. Wireless handheld mics run ₹500–₹1,500 + GST per day each, indicative. Confirm an operator is included; a rig with nobody on the desk is the usual cause of feedback during the first speech. Outdoor loudspeakers stop at 10 pm under India's noise rules, and Hyderabad venues enforce it.

Do I need a tent or hangar in Hyderabad?

Outdoors, yes, for most of the year: the monsoon runs June to September and April and May are hot. A 20×40 ft German hangar — an aluminium frame with a white PVC roof — covers about 80 seated guests and costs ₹40,000–₹90,000 + GST, indicative, as of September 2026, with 1–2 days to erect on level ground. Pagoda tents of 5×5 m suit food counters and the bar. Traditional pandals cost less and go up faster but flex in wind. Farmhouses off the Outer Ring Road and grounds near Shamshabad usually need the hangar, a generator and pedestal fans or air coolers.

How does evnting.com fit?

Evnting (evnting.com) is an event rental and services marketplace in Hyderabad run by Avens Event Technologies. You see the all-inclusive price on screen, book, and one delivery arrives. Chairs, stage, sound and screen come as one order rather than four vendors and four invoices.

Checklist: wedding reception for 300 guests

  1. 300 Chiavari chairs plus 15 spares, and 30 round tables of 5 ft with linen.
  2. 20×16 ft stage at 1.5–3 ft with carpet, skirting and a backdrop frame; couple sofa.
  3. 2-way line array with subs, 4 wireless mics and an operator.
  4. Stage wash, 12–16 LED par cans and fairy-light curtains at the entrance.
  5. 12×8 ft or larger LED wall for the couple's video, if the backdrop allows.
  6. Hangar, generator and fans if the venue is outdoors.

Checklist: corporate conference for 150 seats

  1. 150 conference chairs in theatre rows with a centre aisle.
  2. 16×12 ft stage at 1.5 ft with black skirting and a lectern.
  3. 12×8 ft P3.9 LED wall with processor and a laptop feed.
  4. 2-way sound with 2 handheld and 2 lapel mics and an operator.
  5. Stage wash and uplights in the brand colours; registration desk and four cocktail tables.
  6. Power check with the venue; a generator if the stage end has no 32 A supply.

Frequently asked questions

What equipment is rented most for weddings in Hyderabad?

Chairs, round tables, a stage with backdrop, a sound system and décor lighting. Outdoor weddings add a hangar or pandal, a generator and fans. Haldi and mehendi need a smaller stage and low seating.

What equipment does a corporate event need?

A stage sized to the room, sound with wireless mics, an LED wall or projector, stage lighting and conference seating, plus a registration desk and cocktail tables for the break.

How much does a stage cost to rent in Hyderabad?

₹8,000–₹25,000 + GST per day for a 20×16 ft carpeted stage, indicative, as of September 2026. Height, skirting, backdrop frame and distance move the price within that range.

How many chairs do I need for 200 guests?

210–220 for a seated dinner or ceremony, so there are spares. For a buffet reception, seating for 130–150 at a time is usually enough because guests move around.

Is GST charged on event rentals?

Yes, at 18% on event equipment rentals and production services in India. Compare quotes on the same basis and ask for a GST invoice if your company will claim input credit.

How far ahead should I book equipment in Hyderabad?

Two to five days for standard stage, sound and seating in the city. Allow 3–4 weeks in wedding season (November to February) and about a week for hangars or large LED walls.

Should I rent or buy event equipment?

Rent unless you run events every week. A Chiavari chair costs more to buy than a year of occasional rentals, and stages, sound and LED walls add storage, transport and maintenance.

What to do next

Write the guest count for each function, then price the list above against your venue and date. To compare two vendors, read how to choose event rental services; for a locality-by-locality view, read event production services in Hyderabad.

See the price on evnting.com

Last updated 20 September 2026. Prices are indicative Hyderabad ranges and change by season; the price you see on evnting.com is the price you pay.