Linen Ordering Checklist: Every Cloth and Napkin to Count

A step-by-step linen ordering checklist for weddings and events: every table to count, sizes, napkins, spares, delivery and return, with a sample count.

November 2, 2026 · 5 min read · By the Beyond Chiavari team

Cloth dinner napkins in five colors (side view) sit stacked at an elegant place setting during an opulent ballroom banquet filled with towering floral centerpieces, crystal chandeliers, and dining guests (AI-generated example image of cloth dinner napkins in five colors (side view)) — Cloth dinner napkins in five colors (side view), styled at an event (AI-generated example)

Linens are the part of an event order that is easiest to underorder. The guest tables get counted; the gift table, the bar front and the late-night snack table do not. A good checklist turns your floor plan into a clean order and gives your supplier exactly what they need. Use the list below for a wedding, gala or party in Chicago or the suburbs.

Step 1: list every table

Gold tables are the ones that get forgotten. Count them on your floor plan before you send an order.

Guest tables (rounds and rectangles)
Head table or sweetheart table
Cake table
Gift and card table
Guest book and welcome table
Escort card or seating chart table
Bar fronts and bar back tables
DJ or band table
Buffet lines and food stations
Dessert and late-night snack tables
Cocktail and highboy tables
Vendor tables (photographer, band)
Ceremony tables (unity candle, signing table)

Step 2: choose the size for each

Use the tablecloth size chart for rounds and banquets, and the round vs rectangular guide if you are mixing shapes. Decide floor length or lap length for each type.

Step 3: pick the extras

Item	How to count	Notes
Tablecloths	One per table plus 1 to 2 spares	Include the small tables
Napkins	One per seat plus about 10%	See how many napkins per guest
Overlays	One per table that gets one	See overlays and layered linens
Runners	One per rectangular table	Confirm width and length
Skirting	Per buffet and head table	See table skirting
Spandex covers	One per cocktail table	See spandex covers
Chair covers and sashes	One per chair, if used	See chair sashes and covers
Napkin rings	One per seat	Ask about spares

Step 4: confirm the details

1Step 1Color and fabricget the exact names and photos in writing.
2Step 2Quantities by sizea line per cloth size, not a total.
3Step 3Delivery windowdate, time and who receives it at the venue.
4Step 4Setupwho puts the linens on the tables.
5Step 5Pickupdate, time and how to bag them.

Step 5: read the policies

Ask about damage, late returns and cancellations before you pay. See linen stain and damage policies and do you wash rental linens. Ask how far ahead you can change your count, because guest counts shift in the weeks before an event; for timing, see how far ahead to order linens.

Sample count: 120 guests, 12 rounds

Here is a worked example for a seated wedding with 12 round tables of 10 guests, a head table, and the usual extras. Your numbers will differ, but the structure holds.

Table or item	Quantity	Cloth size
Guest rounds (60 in)	12	120 in round
Head table (8 ft banquet)	1	90 x 156 in
Cake table (48 in round)	1	108 in round
Gift and guest book	2	6 ft banquet or 48 in round
Bar front	1	8 ft banquet
DJ table	1	6 ft banquet
Cocktail tables	8	Spandex or 120 in round
Spare cloths	2	Most common size
Dinner napkins	120 + about 12 spare	20 x 20 in

Tables and cloths here are only an example of structure. Check actual sizes with your supplier and venue before ordering.

Venue and Chicago notes

Ask your venue whether they supply linens, and if they do, whether you can supply your own. Many Chicago-area banquet halls have house linens in limited colors, so bringing your own can mean extra setup and cleanup. Ask for delivery access: freight elevators, loading docks and parking rules in the city can limit when a delivery can arrive. See Chicago planning guides for the questions to bring.

Table types to check on your floor plan: 13; Table types to check on your floor plan
Spare cloths per order: 1 to 2; Spare cloths per order
Spare napkins (rule of thumb): about 10%; Spare napkins (rule of thumb)

Frequently asked questions

How many tablecloths do I need for a wedding?

One for every table on your floor plan, including guest, head, cake, gift, guest book, bar, DJ and cocktail tables, plus one or two spares. Count tables, not guests.

How many napkins do I order?

One per seat plus about 10 percent as a spare, and paper cocktail napkins separately. See our napkin counting guide for a worked example.

Should I order extra tablecloths?

Yes. A couple of spares cover spills, last-minute tables and any size surprise. Ask your supplier whether spares are charged only if used.

Who sets the linens on the tables?

It depends on the vendor. Rental companies, the venue or your caterer may do it, sometimes for a fee. Confirm who is responsible and when they will arrive.

Can I change my linen count after ordering?

Usually until a cutoff set by the supplier. Ask for the date, and plan to confirm your final guest count before then.

Do I need to order linens for the ceremony?

Only if you have tables, such as a signing table or unity candle table. A small cloth on each is enough.

Turn your floor plan into an order

Book a free 15-minute seating call and we will go through your floor plan table by table, or request a quote with your guest count and date.

Linens & Napkins
Budget & Booking
Weddings

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