Start with a location plan
Sketch the entrance, food table, seating and photo area. Choose the places that need a visual focus; a small room may need only one. Mark doors, accessible routes, fire exits and sightlines before selecting decorations.
For each location, record the available width and height, the venue’s fixing rules and the time available for setup. A table arrangement, backdrop and hanging installation have different requirements; guest count alone cannot determine their size.
Turn the design into a shopping list
Choose an actual arrangement or supplier kit, then list its stated contents by colour and size. Add fixings, bases, weights, a suitable pump and any reusable supports separately. Buy replacements according to handling risk and supplier advice, not a fixed balloon-per-person formula.
For example, two table arrangements and one entrance display are three planned installations. Count what each design contains, subtract materials already available, then round the remaining quantity to the packs actually sold. Keep installation materials separate from plates, napkins and guest bags.
Check the venue and cleanup plan
Confirm whether latex, helium, wall adhesives and suspended decorations are permitted. Check setup access and who will remove each installation. Prefer a design you can assemble and inspect safely at ground level.
Uninflated balloons and broken fragments are a choking hazard, especially for young children. Keep them out of reach, supervise use and collect broken pieces immediately. Consider reusable fabric or paper decorations where balloons are unsuitable.