Selecting Linens
First, you need to decide how important the table linen is to you and if you are willing to spend the extra money.
Know what your venue offers
Most venues will, at a minimum, supply basic white or black polycotton linen. This is your most budget friendly option so if you don’t have any interest in specialty linen and are super budget conscience, this is the option for you. But, before you stop reading, there’s still a one major thing to keep in mind when using venue supplied linen: the length! My entire approach to event planning, especially weddings, is to do what YOU want and block out all the noise & negative opinions. With that said, I’m trying to minimize my personal opinions in my content… but if I feel very strong about it, I believe I would be doing my readers an injustice if I don’t share. This is one of those times. Please, make sure the linen is in fact floor length. I also want to note that even if your venue has floor length polycotton linen, do not expect it to puddle (even slightly) on the floor. Typically, in-house linen floats a couple inches higher than the floor — I think this is because the cotton shrinks overtime, and these linens get a lot of use.
Beyond the basic polycotton linen, your venue may offer “Upgraded Linen” options. Upgraded to most venues typically just means linens that aren’t in their standard rotation. This doesn’t mean the quality of fabric is necessarily better, it could simply mean additional color options of the Polycotton linen, so make sure to understand not only the color difference but the material difference between the in-house & upgraded if there is any (see common linen fabrics list below). Also, the venue is most likely getting these upgraded linens from a local company so make sure to do cost comparison. It could be more cost effective for you to go through the venue OR direct to the event rental company. If you’re looking for elevated linens, your best bet will be to bring in your own.
If your venue has “linen-less tables” (like farm tables) the chances are slim that they will supply linen, but you may want to add your own — like table runners & overlays! You could also opt to get full, floor length linens even if the venue has linen-less tables if you have a specific design in mind. If you opt to do this, be sure to have a good understanding of their table sizes & what linen works best (see below!)
where to rent linens
Local Vendors
Depending on where you live, there may be a local vendor that has elevated linens. Use websites like The Knot & Wedding Wire to find local vendors. Some standard event rental companies (like the ones you get tables & chairs from) may also offer linens. See the common linen fabrics list below to understand the differences between these linens. You may be very lucky and have a specialty linen rental company in your city that is dedicated to luxury linens. Although, these are a little harder to come by, don’t worry! There are plenty of luxury linens companies that will ship.
National Vendors
If linen is very important to you, these vendors will most likely be your best option! However, there a few really important things you need to keep in mind when getting linens shipped:
Packaging:
Some linens are surprisingly heavy. They are shipped in boxes & include return bags. These bags get heavy when you put the linen in them!! Especially heavier linen, like velvet. Make sure you have the help you need, especially if you aren’t getting help from the venue.
Receiving:
First, ask the venue if it’s an option to get linens shipped there. But keep in mind, there might be an additional charge for this (especially at hotels & resorts!)
If your venue says no, your next step would be to ask other vendors that are delivering items to your event. This would include vendors that you would have a set-up crew (like the table/chair rental company! Not your baker!) But keep in mind, this isn’t a standard service and a lot of vendors will say no. Know that if you they do this for you, it is a favor. I would tip the production crew on-site for such a favor.
Last resort should be shipping to your home (or a family or relative). It’s just going to be a lot of work for someone to lug around the linens.
Set-up:
Just because the venue or one of your vendors is receiving the shipments for you does not mean they will also set up the linens. Have the conversation of set-up with the venue/vendor right off the bat.
Returning:
These linens will come with return bags with pre-paid shipping labels. You will need to ensure that these bags get to UPS or FedEx to be returned.
Again, just because the venue or vendor are willing to receiving and set-up your linen doesn’t mean they will take on returning the items. Have this dicussion right off the bat as well.
Some venues have UPS or FedEx scheduled deliveries weekly. But you might need to load these (large) bags into a car/truck and get them dropped off.
My top three national linen vendors ares BBJ La Tavola, Nuage & Luxe Linen, but there are many others in just doing a quick google search:
Just like you would with bridesmaid dresses, you can order linen swatches! Make sure to do so to really understand the quality of linen & to ensure it’s the right color.
how to know what size
When it comes to numbers, I have the memory of a goldfish. So instead of googling “what size linen for a 60” round table” every time, I have a quick method I use each time:
As a rule of thumb, it’s safe to assume that all dining tables are 30” tall & all bar tables are 42” tall. Take the height, multiple by 2 (because the linen needs to drape on both sides) and then add the table width (in inches!).
For example, if we have a 60” round dining table, you need a 120” linen at a minimum for it to be floor length ((30” x 2) + 60”). However, I like mine linen to puddle a bit on the bottom, so I would order a 132” linen (which has 6” to puddle on each side). Going up a size also ensures that if the linen shrunk at all, it will still be floor length all the way around.
The most common dining round sizes are 60” round & 72” round. So if you aren’t exactly sure what the table size is at the venue but know it will fit at least 8 guests, get the 132” linen.
Another example, if you have a 6’ long x 30” wide table, you would need a 132” x 90”.
BBJLinen_TableTalk.2022_REBRAND (bbjlatavola.com)
common linen fabrics
The following list is the most common linen fabrics you will find at local vendors:
Polyester/Polycotton - Most inexpensive option, standard linen.
Pintuck - Silk with squares.
Bengaline - Rayon & cotton ribbed fabric with a light sheen.
Taffeta - Textured silk, typically in a “crinkle” texture. Lightweight.
Lamour - Satin with a matte finish. Typically, the most cost effective for an elegant look. Lightweight.
Shantung - Silk with light ridges (known as slubs). Similar to Lamour, but just a little textured. Lightweight.
Sheer - Light, see-through fabric. Makes for great overlays & runners.
If you’re looking to go even further and want luxury linen, higher end linen companies will also have a wider range of pattern linens, heavier silks, lace and velvet, amongst many options.