Tablecloth Hire Checklist for Event Planners in Gauteng

Whether you're planning a corporate gala in Sandton, a wedding reception in Midrand, or a church function in Pretoria, getting the tablecloth hire right is one of the most visible elements of your event setup. Use this checklist to ensure nothing is missed.

Pre-Event Checklist (4–6 Weeks Before)

• ☐ Confirm final guest count and table count
• ☐ Confirm table types (round, rectangular, trestle, cocktail)
• ☐ Confirm table dimensions (diameter for round, length×width for rectangular)
• ☐ Decide on tablecloth colour scheme (match to event theme)
• ☐ Decide on drop length (floor-length or lap-length)
• ☐ Decide on accessories (runners, overlays, napkins)
• ☐ Submit quote request to Gauteng Tablecloth Hire
• ☐ Confirm availability and lead time for chosen colours
• ☐ Confirm delivery address and access instructions
• ☐ Confirm delivery date and time window

Sizing Quick Reference

Use this table to quickly determine the right tablecloth size:

• Round table 120cm (4ft): 230cm cloth (floor-length)
• Round table 150cm (5ft): 300cm cloth (floor-length)
• Round table 180cm (6ft): 330cm cloth (floor-length)
• Rectangular 6ft (183×76cm): 152×274cm cloth
• Trestle 1.8m: Fitted 1.8m trestle cover
• Trestle 2.4m: Fitted 2.4m trestle cover

Quantity Checklist

• ☐ Guest tables: 1 tablecloth per table
• ☐ Head/top table: 1 rectangular cloth + runner/overlay
• ☐ Buffet tables: 1 trestle cover per buffet table (usually 2–4)
• ☐ Welcome/gift table: 1 trestle cover or rectangular cloth
• ☐ Bar/drinks table: 1 trestle cover
• ☐ DJ/tech table: 1 trestle cover (often overlooked)
• ☐ Napkins: 1 per guest seat + 10% buffer
• ☐ Runners: 1 per guest table (if using)
• ☐ Overlays: 1 per round table (if using)
• ☐ Buffer stock: Add 10% to all quantities

Colour Selection Guide

• White: Timeless, works with any theme, most popular for weddings and corporate events
• Black: Sophisticated, ideal for black-tie galas and corporate awards
• Ivory/Cream: Warmer than white, popular for traditional weddings and church events
• Navy: Corporate and elegant, pairs well with gold accents
• Burgundy: Rich and warm, popular for year-end functions and formal dinners
• Custom colour: Allow 5–7 days lead time for extended palette colours

Day-Of Checklist

• ☐ Confirm delivery time with supplier the day before
• ☐ Ensure someone is available to receive the delivery
• ☐ Count all items on delivery against the order confirmation
• ☐ Check for any damage before laying on tables
• ☐ Lay tablecloths before placing any table settings
• ☐ Ensure even drop on all sides of round tables
• ☐ Ensure trestle covers are fitted snugly (no bunching)

Post-Event Checklist

• ☐ Remove all items from tablecloths before packing
• ☐ Count all items before packing (match against delivery count)
• ☐ Pack into the provided collection bags
• ☐ Return dirty — no washing required
• ☐ Ensure someone is available for collection at the agreed time
• ☐ Note any damaged or missing items for deposit reconciliation

Lead Time Summary

• Core stock (white, black, ivory, cream): 24–48 hours
• Extended palette (25+ colours): 5–7 days
• Custom colours/sizes: 7–10 days
• Large orders (100+ cloths): Allow 2 weeks minimum