i’m matt james

professional event planner

  • Over 25 years event-planning experience
  • Winner of 30 industry awards
  • Clients include:
  • Elton John,
  • Stella McCartney,
  • Sarah Jessica Parker,
  • Kevin Spacey……and more

welcome

Matt James professional event planner
OPEN BIO
CONTENTS

ON THIS PAGE

01 advice from a pro

Why you need to avoid Pinterest envy, be realistic, and create a dessert table not a candy buffet

pastel colored party dessert table with a backdrop that reads Carolina
dessert table treats arranged on a party dessert table
mini desserts arranged on a party dessert table
gold colored candy-filled apothecary jars on a candy buffet
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02 dessert table backdrops

How to maximize your decor budget by making the dessert table the main focal point

colorful custom fringe dessert table backdrop at a bridal shower
celebrating 40 years dessert table backdrop with 3 photos of a man 'through the years'
pink, white, and gray balloon garland party dessert table backdrop
white paper flower dessert table backdrop
jump to

03 Dessert table layout

Learn the 3 simple rules professional event planners use for dessert table layout

a symmetrical dessert table layout
a modern dessert table arrangement with serving plates arranged in rows
a symmetrical dessert table layout
desserts served in shooter glasses and mini dessert cups arranged in rows on a party dessert table
jump to

04 dessert table menu planning

Things to remember when choosing which desserts to serve and pro tips to maximize your budget

'Contains Nuts' allergy warning food pick
'These are a few of my favorite things' themed birthday party dessert table
a selection of desserts on a party dessert table
cheese, fruit, and nuts as a savory option for a party dessert table
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05 dessert table quantities

How many dessert table items you need, how many to allow per person, and tips to ensure you don’t run out

a variety of different mini desserts on cake stands on a party dessert table
3 different mini desserts on a plate
a colorful display of mini desserts on a party dessert table
a variety of different mini desserts on a party dessert table
jump to

06 dessert table food ideas

Why 70% of treats should be aimed at feeding your guests and 30% should be for entertaining them

Polaroid style custom photo cookies of a man 'through the years' for his 90th birthday
custom photo personalized Happy Birthday m&m's
pink and white decorated mini donuts
handmade cherry pie pops
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07 dessert table presentation

Styling and presentation tips to elevate desserts and maximize your budget

fruit salad served in clear disposable mini dessert cups
cheese bites served on individual tasting forks standing upright
macarons with dessert sauce served in individual disposable food pipettes
individual layered party desserts served in disposable shooter glasses with wooden spoons
jump to

08 dessert table display

Why you need stands, props, and risers to add height to your display

donuts arranged on a donut wall display stand on a party dessert table
dessert table treats displayed on acrylic cake stands and risers
Circular tiered treat stand filled for party desserts and treats
letters S, A, M acrylic display containers filled with candy
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overview

dessert table ideas

recommended order of planning

  • Choose your dessert table backdrop first (browse my backdrop ideas below).
  • this will influence the style, design, color palette, size, presentation, and decoration of your dessert table.
  • Establish expected number of guests.
  • Read my layout guide to determine whether a symmetrical or asymmetrical is best for your party.
  • Use my quantities guide below to calculate the number of dessert portions per person and the total number of desserts to budget for.
  • Make an initial shortlist of treats you want to serve (browse my dessert table food ideas below).
  • Use my menu planning tips below to calculate how many of each treat to order (you don’t need one of every dessert / treat per person).
  • Browse my presentation ideas below to decide which containers, serving plates, and trays to use for each dessert / treat.
  • Then browse my display stands, props, and risers below to add height to your display.
  • Use these choices to determine what size table and how much space you’ll need.
  • Use my layout guide for step-by-step tips for arranging your desserts/ treats on the table.
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in this section

01 advice from a pro

avoid pinterest envy

  • If you’ve ever tried to recreate one of those immaculately styled dessert tables from Pinterest,
  • you’ll know how easy it is for them to turn out more like a third grade arts and crafts project!
  • The truth is, most of the dessert tables you see on Pinterest or Instagram haven’t been put together by a regular hard-working mum,
  • trying to single-handedly organize a loved one’s birthday celebration, juggling invitations and replies, shopping for and cooking all the food, then decorating the venue.
  • They’ve been designed by professional stylists and party planners.
  • So, don’t agonize over how you’re going to replicate that terribly chic and flawless, insta-worthy dessert table you pinned,
  • because in reality, it’s probably not achievable.
  • Chances are it looks so good because it was researched, sketched-out, art directed, and assembled by a team of design experts armed with glue guns, swatch books, and professional decorating supplies.
  • You don’t need to aim that high.
  • Instead, follow my tips below that will help you put together a stylish, tasteful, and—most importantly—personalized dessert table that’s both elegant and achievable.
  • One that’s not destined for the Pinterest Nailed It! board of shame.
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MATT’S TIPs

Matt James professional event planner
advice from a pro

why you shouldn’t do a candy buffet

  • Don’t waste your time with a Candy Buffet; no-one eats them.
  • The truth is, while all those apothecary jars and vases filled with color co-ordinated candies might look great,
  • and are a lot easier and inexpensive to produce than a dessert table,
  • they’re never very popular. Unless it’s a kid’s party.
  • And even then, it’s questionable whether jacking kids up on insane amounts of sugar is really a good idea anyway.
  • I can tell you there are ALWAYS massive amounts of candy left over at events; many of those big jars are literally untouched.
  • Adults just don’t eat huge amounts of candy at events.
  • So, while you might want to include a few jars filled with color-coordinated candy for decoration purposes,
  • a candy buffet is not a viable alternative to a dessert table.
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gold and yellow candy in apothecary jars on a candy buffet table
advice from a pro

why you need a dessert table

A dessert table has the potential to be so much more than just a buffet of sweet treats.

It can help with time management, budget savings, decor, engagement, atmosphere, timings, and people flow.

Check out my full list of reasons why you definitely need a dessert table:

  • Wow Factor
  • Dessert tables are a visual spectacle; the backdrop, table decor, and food styling & presentation all combine to create a wow factor.
  • Focal Point
  • A dessert table provides a focal point in the room. It’s an opportunity to ‘dress’ or ‘theme’ an area that guests will be drawn to.
  • Maximize Decor Budget
  • Concentrating your party decorations around it to create one eye-catching feature wall / display will give you far more ‘bang for your buck’ than trying to dress an entire room.
  • Maximize Food Budget
  • Desserts and treats can be a mix of homemade, store-bought, or contributions from friends and family to maximize budget.
  • Time Management
  • Big-batch desserts can be made ahead of time and kept chilled, ready to serve, to reduce work-load on the day of event (when there is NEVER enough set-up time!)
  • Variety
  • Allows you to easily accommodate different dietary restrictions (vegan, diabetic, gluten-free, etc) and common food allergies, such as nuts, while also providing a mix of both heavy and light, sugary versus healthy, or even some savory options, so there is something for everyone.
  • Feeding v Entertaining
  • It’s not just about feeding people, food is also used to entertain; to treat, surprise, and impress your guests.
  • A dessert table allows you to include a few quirky or unusual treats, such as freeze-dried ice cream, bacon flavored cotton candy, pumpkin spiced popcorn, or Baileys flavored marshmallows, so that guests experience something new or unexpected.
  • Stylish Presentation
  • Serving desserts and treats using individual tasting cups, shooters, mini plates, appetizer spoons, and pipettes lends your dessert table a professionally styled look.
  • Personal Touches
  • Whether it’s the menu options (‘Here are a few of my favorite things’), a ‘Through the Years’ photo collage backdrop, or custom photo cookies, there are countless ways to add personal touches to a dessert table to celebrate the guest of honor.
  • Engagement
  • Dessert tables are interactive; they foster engagement by creating talking points and photo opportunities that guests will share and remember.
  • Managing Flow
  • For seated dinners, dessert tables are a great way to get people up out of their seats, mingling and chatting, or to encourage them to move from one area to another. For cocktail parties, it ensures people circulate; the more movement, the more energy, the more atmosphere.
  • Casual / No Main Course
  • If you’re on a budget or just want to invite large numbers, a dessert table gives you the option to just invite guests for ‘drinks and dessert’.
  • Alternatively, if you still want to make sure guests are well-fed, you could offer a more casual ‘main meal’ with a DIY food station (e.g Build Your Own Burger / Taco / Hot Dog / Baked Potato bar) then wow them with a more stylish dessert table.
  • Flexible Schedule
  • No fixed time for dessert is necessary, which allows guests to ‘graze’ over a longer period, which can be good for staggered / late arrivals if just serving drinks & dessert.
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treats and desserts on a party dessert table layout
advice from a pro

DIY Catering: BE REALISTIC

  • Successful dessert tables are harder to pull off than they look.
  • That’s because in addition to all the styling, decoration, and presentation, preparing the sheer number of mini-desserts required―often in the hundreds―is no easy task.
  • Not to mention the logistics of chilling, plating, serving, replenishing, cleaning, clearing, and waste removal involved, which is often overlooked.
  • There’s a reason party planners and venues have professional caterers!
  • So, if you are going down the DIY catering route, don’t be overly ambitious.
  • Keep it real and accept it won’t look exactly like the ones on Pinterest.
  • Time management is one of the biggest issues for non-professionals.
  • It’s so easy to underestimate how long everything takes to prepare and set up.
  • Remember, the dessert table is just one element of the event planning, so don’t create too much work for yourself and risk running out of time.
  • That doesn’t mean you can’t still have a fantastic looking dessert table stocked with lots of beautiful and exciting desserts.
  • In fact, that’s what I hope to help you achieve with these tips.
  • But it will require some careful planning, strategic decision making, ‘smoke and mirrors’ presentation tricks, and a little help from friends and family.
  • So, be sure to read my dessert table menu planning page, with tips to maximize your budget and reduce your workload,
  • including how to:
  • Minimize the number and complexity of desserts with strategic menu planning.
  • Ensure big batch desserts you make in advance still look stylish and professional.
  • Cut corners by enhancing store-bought items with garnishes, creative twists, and presentation.
  • Make homemade desserts provided by friends and family look slick and professional.
  • Avoid running out by planning for ‘filler’ treats and ‘back-up’ desserts.
  • Save time by pre-plating and keeping desserts chilled, ready to serve.
  • Keep desserts chilled while they sit on the dessert table.
  • Prevent desserts and treats sweating or melting.
  • Prepare for top-ups, spills and mess, and waste removal.
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MATT’S TIPs

Matt James professional event planner
in this section

02 dessert table backdrops

WHY you need a dessert table backdrop

  • Stretch your decor budget by making your dessert table the main focal point in the room.
  • Then, concentrate the majority of your party decorations around it.
  • It’s better to invest your budget in one really well-dressed feature wall that eyes will be drawn to.
  • It will give you far more ‘bang for your buck’ than trying to dress an entire room or venue, which can prove expensive.
  • So, choose your backdrop first, as this will influence the style, design, color palette, size, and decoration of your dessert table.
open backdrop ideas page
black sequin shimmer birthday backdrop surrounded by a black and gold balloon garland
origami paper crane garland backdrop to a party dessert table
faux boxwood hedge party dessert table backdrop decorated with flowers
Studio 54 themed party backdrop
pastel pink, turquoise, and red paper cone garland backdrop for an indian wedding
Celebrating 40 Years custom 'Through the Years' photo tapestry dessert table or backdrop with photos of the birthday boy at different ages
blue ombré paper circle garland backdrop for a party buffet table
white paper flowers attached to sheer gold fabric swag curtain backdrop behind a console table
Custom name The Man, The Myth, The Legend graphic tapestry dessert table or party backdrop for men
pastel colored streamer backdrop to a party table with balloons above
couple standing in front of a scenic party backdrop of a fairy tale castle at night
pink, white, and gray balloon garland surrounding a party dessert table
in this section

03 dessert table layout

design, layout, and arrangement tips

  • Choose between a symmetrical or asymmetrical layout.
  • Understand the pros and cons of each layout.
  • Learn the 3 simple rules professional event planners use for dessert table layout,
  • and the common mistakes to avoid.
  • Read my step by step guide to arranging your dessert table treats.
open layout page
a green and white symmetrical dessert table layout for a party
desserts laid out in groups on a party dessert table
an asymmetrical dessert table layout for a kid's circus themed birthday party
desserts laid out on a party dessert table
desserts laid out on a party dessert table
desserts laid out on a party dessert table
rows of desserts served in dessert cups and shooter glasses
colorful desserts laid out in rows on a party dessert table

important factors you need to consider

  • Guests typically judge the success of an event by the food.
  • You might have the coolest venue, most amazing decor, and breath-taking entertainment,
  • but if the food is bad, that’s all guests will talk about!
  • Learn the important factors to consider when designing your dessert table menu,
  • and my pro tips and tricks to stretch your budget further.
open menu planning page
'Contains Nuts' allergy warning food pick
'These are a few of my favorite things' themed birthday party dessert table
a selection of desserts on a party dessert table
in this section

05 dessert table quantities

how many dessert table items you need

  • Learn how to calculate:
  • the total number of desserts you need,
  • how many desserts to allow per person,
  • how many different options to let guests choose from,
  • how many of each dessert to make / order,
  • and read my pro tips to ensure you don’t run out on the day.
open quantities page
a variety of different mini desserts on a party dessert table
a variety of different mini desserts on cake stands on a party dessert table
a variety of different mini desserts arranged in rows on a party dessert table
in this section

06 dessert table food ideas

feeding v entertaining

  • Party food has two objectives: feeding and entertaining.
  • I recommend devoting approx 70% of your dessert table food to making sure guests are well fed.
  • The remaining 30% of your dessert table food should be dedicated to entertaining your guests;
  • 10% should be allocated to quirky, unfamiliar, adventurous treats and unusual flavor combinations,
  • 10% should be eye-catching treats that add visual flair,
  • 10% should be ‘a few of my favorite things’; treats that reflect your / the guest of honor’s taste.
open food ideas page
personalized Polaroid style custom photo cookies of a mother and baby
Freeze dried ice cream; strawberry flavor
blue and yellow custom photo m&m's with a woman's face
personalized custom portrait cartoon cookies
elegantly decorated cakesicles arranged on a plate
a tower of pastel colored French macarons on a party dessert table
vintage Victorian style tea cakes
decorated candle apples with donuts, cream, and straws
custom photo macarons printed with a little girls face
tubs of unusual flavored gourmet cotton candy
chocolate and caramel pizza
whiskey flavored boozy liquor marshmallows
rainbow colored cotton candy cake
Rosé wine flavored pink lollipops for adults
'sushi' made from candy
in this section

07 dessert table presentation

how to elevate your dessert table treats

  • Learn styling and presentation tips to:
  • maximize your budget,
  • elevate homemade or store-bought treats,
  • make smaller treats feel more special,
  • control portion size of expensive treats,
  • save time by portioning big-batch desserts in advance,
  • add visual flair and wow-factor,
  • and create ‘grab & go’ desserts for guests to eat while mingling.
open presentation page
mousse and fruit puree dessert served in shooter glasses
cheese bites served on tasting forks standing upright
chocolate macarons served with dessert sauce served in individual disposable pipettes
colorful sweet treat dessert kabobs served on bamboo food skewers
bite size chocolate mousse served on tasting spoons
cookie & cream dessert served in disposable martini glasses
bite size chocolate truffles served on individual miniature gold chair food display containers
in this section

08 dessert table display

dessert table display stands, props, & risers

  • Learn why height is essential to a well-designed dessert table,
  • why you should display treats on at least 3 different levels,
  • how to create cascading levels from the back to front,
  • and the best stands, props, and risers to use,
  • to add height to your display,
  • and turn your dessert table into a visual spectacle.
open display ideas page
donuts arranged on a donut wall display stand
letter G acrylic display container filled with colorful candy
dessert table treats displayed on acrylic food stands and risers
a macaron tower display stand on a party dessert table
party food treats arranged on a tiered serving tray display stand at a pool party
'Treat Yourself' treat cone display stand
hexagon shaped tiered treat stand filled with desserts and treats on a wedding dessert table
continue reading

dessert table backdrop ideas

Hit the ‘Read More’ button below to check out my dessert table backdrop ideas page.

Personalized 40 & Fabulous green custom tapestry birthday party or dessert table backdrop
white paper flower party backdrop behind a table
colorful custom fringe party backdrop at a bridal shower
black and gold balloon garland party backdrop
read more

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