Planning an Event in Des Plaines, IL: Banquet Hall and Hotel Rentals

Des Plaines sits next to O'Hare International Airport and the Rosemont area, with hotels, banquet halls, a historic downtown and the Des Plaines River running through it. That makes it a practical place for events with out-of-town guests, from corporate meetings and association dinners to weddings and family reunions. Most use hotel or banquet spaces, so this guide focuses on how seating style changes capacity, and where rentals fill the gaps.

Three seating styles, three capacities

The same room holds different numbers depending on how you set it. Use this to choose before you reserve.

These numbers are rules of thumb. The hotel's fire marshal capacity sets the limit, so ask for the room's official capacity for each setup. Our round table guide lists dimensions for rounds, and the dance floor guide helps add one to the plan.

When to bring in rentals

Hotels provide basic banquet chairs and tables, so you rent what the property lacks. The best returns:

• Head table or stage chairs. Pair Louis medallion chairs (about $20 to $30) with a floor-length cloth.
• A lounge near the dance floor. Velvet dining chairs (about $18 to $25) in clusters.
• Ceremony seating in the same ballroom, with gold infinity chairs (about $9 to $13) or ghost chairs (about $10 to $14).
• Extra tables: cocktail tables, a cake table, gift and card tables.

Always ask the hotel for its policy on outside rentals and fees, and whether a certificate of insurance is required for the rental company. Request the loading dock hours and the freight elevator schedule. If the ballroom is booked until 5 pm, deliveries may need to wait, which affects your setup window.

Out-of-town guests

Because of the O'Hare area, many events here include travelers. Plan for it.

1. Welcome info. A table at the entrance with maps, schedules and local tips.
2. Early arrivals and late departures. Flight delays mean guests may arrive after the ceremony begins; keep a few seats open at the back.
3. Language and dietary needs. Ask about food restrictions in advance.
4. Transportation. Check whether the hotel runs an airport shuttle, and share the schedule.

Do not assume a shuttle exists; confirm with the property. If you are traveling in winter, remember that Chicago-area snow can delay flights, so keep your schedule flexible.

Count the seats

Read our chair count guide for head table and ceremony counts.

Using public spaces

Des Plaines has a park district and village-run facilities. If you want to use a park, plaza or river-area space, contact the Des Plaines Park District or the City of Des Plaines about permits and rules. Public events near water may have additional restrictions. Ask about tents, amplified sound, alcohol and parking.

Delivery to hotels

We deliver from St. Charles, with deliveries starting in April 2027. For hotels, send the loading dock address, hours, elevator size and any union or vendor rules. Delivery fees depend on distance and access, so the quote request should include those details.

Corporate and association dinners

Business groups that meet near the airport have a few special needs. Registration can run 30 minutes before the program, so give it a dedicated table and a short line. Name badges, printed agendas and sponsor signs all need table space, so count them. Breakout sessions may call for classroom tables in a second room, so ask the hotel what is available and how long the flip takes between sessions.

Seating charts matter at these events. Assigned tables by company or committee make networking easier, while open seating can leave guests standing with plates. For awards, put a podium on a riser or a small stage, and test the microphone. Keep dessert and coffee stations open after the program, since people linger. If your group travels in Chicago-area winter weather, plan for late arrivals and a flexible start time.

Plan your Des Plaines event

Book a free 15-minute seating call or request a quote with your venue, date and guest count.