Setting the Table(scape) - Part 2

Cover photo: Intricate snake-detailed plates and napkin rings work with ornate candleholders to create a rich tablescape. Photo courtesy Melani Lust Photography

Breaking down the elements

Table design can be broken into seven main elements: tables and chairs, linens, florals, dishware, stationery, decor, and food presentation. All of these require attention to detail. “One of the things that I find that happens the most often is that certain small details like silverware, napkins, florals all get forgotten about, because everybody’s thinking about ‘The Big Picture,’ the big details, and it’s the small intricate details that make everything count and that actually leave a lasting impression,” says Watson.

Tables and chairs

Tables and chairs are the starting structure, and the material, shape, and spacing of them will greatly impact the comfort, conversation, and mood of the guests.

Make sure to have adequate space for tables: the catering team should be able to move freely, so accommodate for two people moving side by side between tables. If everything is smushed together, you’re not the only one who will notice—guests can tell if they’re crammed in. “At the end of the day, they’re not going to like the look either,” says Watson.

Know how many people can comfortably fit at a table, too. “A 72-inch table will hold 12 guests,” says Pifferrer. “A 60-inch table will hold 10 guests—unless you use a charger.” Give people enough space to sit comfortably.

He also values detail in table and chair layout. “Straight lines are very important to me. Make sure that the chairs are all in a perfectly straight line.” He adds, “Never tuck the chair into the tablecloth—the linen should hang straight without interference and go to the floor.” Chairs should not be pushed in; “they should barely grace your tables,” says Watson.

Linens

That leads to the next element: linens. Nothing looks worse than linens that don’t fit the table properly. Linens must be floor length and should hang straight, not dragging or slanted.

Regarding napkins, pay attention to detail. Watson warns against oversized napkins and refolds them to make them look tidy. “It’s a small detail that means the world to your clients.”

Florals

Florals are a wonderful way to beautify a table—if guests can see the person across from them. No one likes having their view blocked (and their conversation stifled) by an oversized floral arrangement. If you don’t take this into consideration, guests may take the florals off the table altogether.

Watson suggests measuring by leaning on your elbow so you can see what they’ll see. The florals should either be lower than eye level or elevated to be above eye level.

Finally, they shouldn’t be touching anything or at risk of getting knocked over. At weddings, don’t put flowers in front of the cake either; this will block the view. Put vases around the cake to create a clear view.

Bread plates are more formal and visually appealing than bread baskets. Photo courtesy Megan & Kenneth

Dishware

There’s a lot to keep in mind about dishware. There are many approaches to the correct setup, but dishware should create an easy dining experience for guests, not a confusing one.

In terms of glassware; include one wine glass, one champagne flute, and one water goblet. These should create a triangle above the plate. Watson notes that you don’t need to worry too much about red versus white wine glasses unless it’s a wine tasting or black-tie formal event. She also advises always doing pre-poured wine or champagne to create a lasting impression. Another thing to note: never flip glasses over, because this creates an unwelcoming feel.

Regarding flatware, it’s vital to only set what will be used. “If you aren't having soup, there is no need for a soup spoon,” says Pifferrer. Never use flatware as decor—you don’t want to confuse guests or create clutter. Everything should be evenly spaced, too; use your thumb to measure and place flatware equidistant from each other and the plates. If you have limited space, avoid chunky flatware.

Chargers should be appropriately sized; a common mistake is using chargers that are too big and take up too much table room. They should also never hang over the edge of the table. As for plates, more is sometimes best; a higher number of plates indicates to guests that they will be well-fed.

Finally, think about the functionality of extra dishes. “I am not a fan of bread baskets,” says Pifferrer. “A bread plate is more formal.” When using bread plates, be sure to leave enough space between bread plates and entree plates.

“I feel the same about carafes or pitchers of water,” adds Pifferrer. “Catering is to cater to the guests. Have your team fill glasses as needed.”

Every dishware item needs to be coordinated with each other and fit comfortably with the overall feel of the table. Remember that when people sit down, the linens get pulled, so you’ll want to accommodate with enough space for everything to move around a bit.

Larger floral arrangements are accented by smaller, single stem pieces and similarly colored candles. Photo courtesy Megan & Kenneth

Stationery

Stationery such as menus and place cards can be both functional and decorative. They should fit in with the other decorative choices made. One thing to avoid, Watson says, is standing menus up—they can fall over and, if you have lit candles on the table, could catch fire.

Detail decor

Decor is probably the most fun part of table design—this is where you add your creative flair and incorporate any theme elements. You can keep it simple and affordable with candles and small touches—a note, a eucalyptus sprig, perhaps—or you can go all out with intricate and well-thought-out details. The same rules apply here: don’t overcrowd, and make sure the decor adds to the experience instead of overwhelming it.

Food presentation

Don't forget to include the food itself in your design plans!

“Make sure your guests will remember the food that they ate,” reminds Watson. The food presentation should make you stand out as a designer, and it should be interactive to help create a memory in guests’ minds.

If you can, avoid family style meals in favor of plated. Family style meals are difficult for florals, are more expensive, wasteful, and take up a lot of space and often crowd guests. Plated meals, conversely, are elegant, classic, refined, and more dignified. They provide a chance for the table design to shine and for you to create an experience. If you must do family style, Watson suggests only doing family style salad and bread.

She also notes that preset salads can mess with the integrity of the table. If you do have a preset salad, make sure the photographer can come in early to capture the fullness of your tablescape design before the salad gets set.

Collaborating with catering

There can often be tension when asked who is responsible for setting the tables. Is it the caterer? The planner? What about the florist? Aren’t rentals involved?

The answer, of course, is that all these teams are responsible to some degree. But as for who should take the lead: Watson says it’s the caterer, and Pifferrer agrees. There’s a caveat, however: if the planner wants to dress tables, then it’s their responsibility. If the planner wants to oversee only part of the design, such as deciding linens, they must let the catering team know.

If the planner does decide to take on the full design, however, open communication between all teams is still incredibly important. This is where a mockup or ghost table comes into play.

“If we are not the planner of an event, I set up a ghost table and go over the entire tablescape with the client and planner,” says Pifferrer. “That way, we're all on the same page with the layout and design, and there will be no surprises on the event day. Remember: even if the planner designs the tablescape, the catering team usually does the physical work and ensures perfection on the tabletop.”

If using a ghost table, it’s important that the entire catering team is trained in, not just the head caterer. Training the entire team with one table ensures consistency across the board.

The other thing to keep in mind when working across teams: let everyone see the rental list!

3D event planning software allows both you as a planner and the couple to visualize the table design before the big day. Photo courtesy Merri 3D Event Planning

“Not allowing the catering team to see the rental list beforehand or make suggestions for tableware based on the menu,” is a common gap between planners and caterers, says Pifferer. “An example of this is square white china. This can be a great look but often impractical for a seated meal. Not only is square china heavy for the catering staff to carry compared to traditional round china, square plates also often don't fit comfortably on a round table. The wrong china can also affect the meal presentation. If a larger than standard plate is ordered, the food looks too small on the plate.”

If caterers know what rental items are being used, they can design the food presentation to fit better, or offer suggestions to make the table come together better.

And if you’re not the one placing the rental order, make sure to see it. “Always have what you need! If you are not placing the order with the rental company, make sure you get to see the rental list so that your team can design the menu around china and know what you have. You never want to be caught off guard with missing pieces or too many of something,” advises Pifferrer.

The same goes for floral—if they see the rental list and know what the table design will look like, they can create arrangements that contribute to the overall desired look and provide a better experience for guests.

Being intentional with your tablescape design has a handful of benefits—your guests will have a more memorable experience, your client will be happy, your creativity can shine, and you can build a better brand for your business. Your relationship with your caterer will benefit as well; when you work together, you can both improve designs and come up with innovative ideas.

“To share a table with someone is to share everything,” said author Paul Krueger. Share your creativity, and those gathered around the table will experience more than a good meal—they'll experience your love of events, they’ll experience you.

Five Things to Focus On

In her session Table Talk & Design Strategy at this year’s Catersource + The Special Event, Jackie Watson (Jaclyn Watson Events) shared five aspects of table design to include to ensure a successful tablescape:

Click here for Part 1 of this article, originally published in our 2024 Summer Issue, where we talk about the importance of good table design.