Planning an event of any scale can be stressful, with many moving parts that, of course, some minor details will slip through the cracks. Not to mention, the pressure of planning a perfect day or once-in-a-lifetime event, like a wedding, can be so overwhelming that we lose sight of the bigger picture or even the guest experience. I’m guilty of it too and have planned and attended a fair share of events, and whether I was a host or a guest, I’ve noticed a few mistakes we often make when designing our tablescapes that can disrupt the flow and feel of an occasion. So, if you’re in the process of planning an event like a dinner party or wedding, doing the decor yourself, or working with an event decorator or coordinator, let me take something off your mental plate with a list of the most common table decor mistakes and how to avoid them for your big day!
1: Overcrowding the Table
Ah, yes, we can spend hours and even days browsing through Pinterest and Instagram, looking at beautifully curated tablescapes packed full of flowers, candles, and decor items. However, while these inspirational images are pretty and dreamy, they’re not always realistic and are often shot by vendors showing off their skills for leads or followers. These examples are not designed for function or guest comfort, which shouldn’t be an afterthought. Ensure you focus on essential decor and impactful centrepieces, avoid excessively tiny items and leave room in your tablescape for non-decor items like water pitchers, wine bottles, guest movement and even their clutches!
2: Ignoring the Scale of Decor
Before sourcing and buying your table decor, measure your table or reach out to your venue for its dimensions, as this will give you an idea of how much space you can fill and what size of decor items will look proportional. Avoid selecting either too large or too small items, as this can throw off the balance of the table, and you’ll also want to keep in mind the space you’ll need to leave for table settings. On average, a place setting can be between 15-24 inches wide, depending on the items selected and how many people are at a table. A helpful design tip is to use painter’s tape or chalk to outline your table size in an open space, then cut out paper to match the dimensions of each table decor item you’re considering. Lay these paper cutouts on the ground to help you visualize how the items will work together and where you can add or remove items. I also love creating mood boards on Pinterest to see how everything looks together.
3: Neglecting Functional Lighting
Lighting can set the tone of an event, and the type you use will depend on the occasion, but it’s essential to consider both decorative and functional aspects. For example, I’ve been to a few weddings and restaurants where the dinner was candlelit for a romantic atmosphere, but it made it difficult to see what I was eating or read the menu on my place setting. Or I’ve been to an event that only used overhead lighting, and the dance floor was empty because, obviously, no one wants their dance moves to be seen that clearly! In that instance, the darker the room, the better, with some fun laser lights. It’s also essential to think about your event as a whole and how it will evolve throughout the day or evening. For example, if you’re hosting a celebration in an outdoor event tent for dinner that transitions into the evening, ensure you account for additional lights to turn on so people can see where they’re walking and not rely on decorative lights such as twinkle lights or candles.
4: Inconsistent Themes and Colour Palettes
This is another effect of social media, where there is so much inspiration out there, fed to us daily, or we’re constantly searching for more ideas. Our events become a mash of what’s trending, and we lose sight of the theme and colour palette we initially started with. For example, I attended a wedding at an industrial venue with brick walls, black beams, and polished concrete, but it was decorated with vintage pieces inspired by the ’60s, in addition to sleek modern signage and lots of soft pinks and florals. Then they had all the bells and whistles like smoke machines, lasers, a photo booth, a candy station, etc., that it felt disjointed and chaotic, which is sadly not how you want your guests to feel or experience your hard work. To avoid this, before making any decisions regarding your event colour palette and decor theme, ask yourself the following questions to identify your aesthetic that you can return to when making your decisions as you plan.
- What season will my event be in? Do I like the themes and colour palettes associated with this time of year?
- What is my venue’s interior design style? Is it rustic, industrial, modern, etc? Will the colour palette or decor theme I like to complement it?
- How do I want my guests to feel when they attend my event? Do I want it to be soft and romantic or lively and fun?
Identifying these questions early on in the planning process will help you decide whether or not something will fit your event and stay on course.
5: Blocking Guests’ Views with Tall Centerpieces
Tall centrepieces can make an impact when your guests walk into your event but can block their view and obstruct conversations across the table. Instead, keep centrepieces low and ensure guests can see each other clearly from all angles. A design tip is to opt for low, wide arrangements or spread out smaller items like candles, flowers, or greenery along the table. Or, if your heart is set on tall centrepieces, make them tall enough to see through with centrepiece stands or glass elements. Additionally, consider putting taller decor items off to the side on outer tables like the buffet, guestbook, or dessert tables.
6: Not Ironing or Streaming Your Linens
First impressions are everything. Would you show up for a job interview in a wrinkled dress shirt? Creases in your dress pants are one thing, but in your table linens, they’re unsightly! Imagine spending so much time and energy selecting the perfect table decor for your tablescape and walking into your event space to wrinkled tablecloths. A small oversight like this can drastically affect the impact of your event and make it feel unpolished. To avoid this mistake, ensure your venue, event planner, or decor team knows to iron and steam your tablecloths and linens before and after they set the tables. If you’re decorating your event yourself and renting linens, you can purchase a portable steamer like this one that will make it easy to remove wrinkles as you set up.
7: Not Checking for Fingerprints
Much like a wrinkly tablecloth, you don’t want smudges or fingerprints to ruin the tablescape you meticulously crafted. Not to mention how concerning it would be for a guest as your cutlery and tableware could seem dirty and make them feel uneasy about using them. To keep your tablescape looking fresh and hygiene top of mind, wear cotton gloves when setting your table or ensure your event decorator has this as a part of their protocol, and to be extra diligent, use a polishing cloth to remove any smudges, dust, or marks that occur during set up or transport.
8: Not Making Table Decor Items Aligned or Symmetrical
Making sure all your table items are aligned and symmetrical might seem like a small thing, but it can make a huge difference. These finishing touches can take your table decor to the next level. While it might not be evident to the naked eye whether your cutlery is perfectly aligned, subconsciously, people feel more at ease when their surroundings are symmetrical and perceived as more attractive, and how you accomplish this will depend on your tablescape design. However, be sure to take the extra step in aligning and equally spacing your table decor items and settings to further elevate the impact of your event decor and guest experience.
9: Not Trimming or Arranging Your Florals
Florists can be costly and not always necessary, depending on the size of your event or if you’re hosting a dinner party. However, they can look messy and unrefined if cut or arranged incorrectly. So, if you’re taking the do-it-yourself route with your flowers, buying a bouquet from the grocery store or local market and want to make it look like you had a professional florist, these tips are for you:
- Use the 3 5 8 floral rule: Use three types of special blooms, five stems of greenery, and eight stems of filler flowers in a floral arrangement.
- Put the bigger flowers in the center: This is known to be the most aesthetically pleasing way to arrange a flower bouquet. You put the bigger flowers in the center of your arrangement and compliment them with the smaller flowers and greenery.
- Trim the stems to size: After a flower is cut, the base seals and prevents it from absorbing water, so you’ll need to recut the stems on an angle to maximize the surface on which it can take on water. You’ll also want to cut them to an appropriate size for your vase. A typical rule of thumb is to cut them two and a half times the size of your vase or to your preference.
- Open up the petals: Depending on the type of blooms you have, gently open the petals before your event for a fuller look to your bouquets.
10: Using the Incorrect Table Setting
Using the correct table setting for your event meal helps set expectations for your guests and ensures they are comfortable and have everything they need to enjoy the meal. The five most common table settings are formal, informal, basic, buffet, and five-course. Depending on what’s on the menu, you should have the pieces of cutlery they’ll need to eat it, like a fish knife or shrimp fork, for example, and remove anything that’s not required because while this might make your table feel fancier, it’ll just be clutter for your guests.
11: Not Minding your Candles
Next to flowers, candles are among the most popular table decor items for any celebration. They’re a romantic and cost-effective option that can set the ambiance for an event. However, while popular and familiar, I see several mistakes in their use that are often an afterthought and can take away from your perfectly curated tablescape. Here are a few to avoid for your next event:
- Not using dripless candles: Nothing ruins an elegant and romantic tablescape like messy wax all over your candle holders, hurricanes, and tablecloths. Some venues also charge you a fee for removing the wax from their linens and tables.
- Not trimming your candle wicks: New candles often have long, fresh wicks that can quickly turn into black smoke during your event, especially if you’re relighting your candles after they’ve been burned before. To avoid this faux pas, use a candle wick trimmer and trim wicks to roughly 1/4 of an inch.
- Using too many candles in a room without airflow: Yes, there is such a thing as too many candles in a room! Remember that candles emit heat and can quickly turn your event into a stuffy space if it’s not well-ventilated, especially when it’s full of body heat from your guests.
12: Skipping Personal Touches
Make your event your own and show your personality through personal touches. Avoid using overly generic table decor and sticking to what’s trending. Incorporating personalized or unique elements such as place cards, custom napkins, or small decorative items that reflect the occasion or your theme can make it more memorable and enjoyable for your guests. For instance, I once witnessed old records being repurposed as charger plates for a wedding. This was a meaningful touch because music had been a significant part of the couple’s early relationship. At the end of the celebration, guests were able to take these unique charger plates home as keepsakes.
Tablescapes are an integral part of creating a memorable event, offering both visual appeal and functional comfort for your guests. By avoiding these common mistakes, you can ensure that your decor not only looks beautiful but also enhances the experience for everyone in attendance. Remember, the key to a successful event lies in thoughtful details that reflect your unique vision while keeping your guests’ comfort in mind. With careful planning and attention to these tips, your table decor will serve as the perfect complement to a seamless, enjoyable event.
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