Event Linens Calculator: Tablecloths, Sizes, Napkins and Rental Cost
Count every linen for a wedding or event: tablecloths with the right size for round and banquet tables at floor, half or lap drop, napkins with spares, runners, overlays, chair covers, sashes and cocktail-table cloths, with a full rental order list and cost.
How it works
Tablecloths = guest tables + other tables + cocktail tables + spares · Napkins = ⌈guests × napkins per guest × (1 + spare %)⌉ · Cloth size = table length (or diameter) + 2 × drop, and table width + 2 × drop · Cost = Σ quantity × price + fees
Every table needs one cloth: the guest tables and every extra surface such as the cake, gift, guest book, place-card, buffet, bar, DJ and head tables, which are the ones most often missed on a rental order. Napkins are counted per guest with a spare margin, because they are dropped, soiled or used at more than one course; 5–10% is common, more for long formal dinners. Runners and overlays are one per guest table; chair covers and sashes are one per guest. The cloth size is the table size plus the drop on both sides. A standard table is about 30 in (76 cm) tall, so a 30 in drop reaches the floor, a 15 in drop is a half drop and 8–10 in sits at lap height. The calculator works out the exact size and then picks the nearest common rental size (rounds of 70, 85, 90, 108, 120 and 132 in; banquet cloths of 60 × 102, 60 × 120, 90 × 132 and 90 × 156 in) and shows the drop that size really gives. If no stock size comes within 6 in, it gives the custom size to ask for. If you do not know the number of guest tables yet, enter 0 and it is estimated from the guest count and the usual seating of the table size you chose. The cost is per piece times the price you are quoted, plus any delivery, setup and laundry fees. Prices vary widely by region, fabric and colour, so use your rental company’s quote.
Worked example
With 15 round 60 in guest tables and 5 other 6 ft banquet tables, you need 15 + 5 = 20 tablecloths. For a floor-length drop of 30 in, the guest tables need 60 + 2 × 30 = 120 in rounds, and the banquet tables need 90 × 132 in cloths. For 120 guests with one napkin each and a 10% spare, napkins = ⌈120 × 1 × 1.1⌉ = 132. At $12 per cloth and $0.75 per napkin: 20 × $12 + 132 × $0.75 = $240 + $99 = $339, about $2.83 per guest.
Sources: WebstaurantStore: table linen buying guide (size formula and drop lengths) · Emory University Events: linen size chart · Reservety: linen quantity calculator (napkin spare guidance)
Frequently asked questions
How many tablecloths do I need?
One per table, including the tables that are not for guests: cake, gift, guest book, place cards, buffet, bar, DJ and the head table. Add one or two spares if you can, to replace a cloth that is stained during setup.
How many napkins should I order?
At least one per guest plus 5–10% spare. For multi-course dinners, a cocktail hour with cloth napkins or a buffet where guests carry a napkin, plan on two per guest.
What size tablecloth fits a 60-inch round table?
A 120 in round cloth reaches the floor of a standard 30 in tall table. A 108 in round gives a 24 in drop and a 90 in round gives a 15 in half drop. A 72 in round table takes a 132 in cloth for floor length.
What size tablecloth fits a 6 ft or 8 ft banquet table?
For floor length on a 30 in wide table, a 6 ft table needs 90 × 132 in and an 8 ft table needs 90 × 156 in. A 60 × 120 in cloth gives a shorter drop of about 15 in on the sides of either.
How do I work out a tablecloth size?
Add twice the drop to the table’s diameter, or to its length and its width. A 6 ft × 30 in table with a 15 in drop needs 72 + 30 = 102 in by 30 + 30 = 60 in, so a 60 × 102 in cloth.
Should I rent or buy event linens?
Renting usually costs less for a single event because laundering and pressing are included, though stains and wax can bring extra charges. Buying can pay off if you will reuse the same colour for several events and are willing to wash and iron them.
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This calculator is for educational purposes. Double-check important results before acting on them.