Ever found party decorations you love, but struggled to imagine how they’ll look in your backyard, living room or venue?
Perhaps you’re deciding where the cake table should go, whether pink or lilac tablecloths would work best, or how balloons and a personalised banner could come together.
That’s exactly why I created the FREE Party Space Planner from Katie J Design & Events! 🎉
You can upload a photo of your space, arrange sample decorations and furniture, explore colours and save a mock-up of your ideas. When you’re ready, download a shopping checklist to help organise your decorations.
Watch a party setup come together
Our quick video shows a backyard transformed into a pastel birthday party setup, complete with a personalised rainbow banner, balloons, gold foil curtains and colourful guest tables.
Watch the Party Space Planner demonstration on YouTube.
Here’s how to create your own version.
1. Start with a photo of your party space
Open the Party Space Planner and upload a photo of your backyard, living area or party venue. You can also try one of the example spaces.
For a useful starting photo, stand back far enough to capture both the area where you’ll display your decorations and the floor space in front of it. A clear, well-lit photo makes it easier to picture your setup.
Think about which part of the space guests will see first. A fence, plain wall or covered entertaining area could become the backdrop for your cake table.
The planner is a visual guide, so keep a tape measure handy too. Items can be freely resized on the board and aren’t automatically shown to scale.
2. Choose your party theme
Browse over 400 party themes and add the sample products you’d like to try.
Start with a feature piece, such as a personalised banner or poster. Move it into position and adjust its size and tilt to picture where it could hang.
For our example, we used a rainbow birthday banner as the centre of the display. Its pastel colours helped guide the rest of the setup, from the balloons above it to the tablecloths below.
You can explore the matching Rainbow Balloons party decorations featured in this example.
The artwork in the planner is a sample. When you’re ready to order, open the product page to personalise your names, ages, wording and photos where available.
3. Position your cake table and backdrop
Add a table beneath your banner to see how the main display could look.
Try placing the cake table first, then adjust the banner around it. Leave enough room for the cake and any party bags or treats you’d like to display.
In our pastel setup, a white tablecloth gives the cake table a simple base, while gold foil curtains add colour and shine behind it.
It’s also worth thinking about the practical details:
- Can guests reach the cake table comfortably?
- Is there space for someone to stand beside it for photos?
- Are doors and walkways clear?
- Do you have somewhere suitable to secure the banner and backdrop?
Furniture and cakes in the planner are styling references. They help you picture the arrangement but aren’t products available to purchase through the tool.
4. Experiment with balloon and tablecloth colours
This is where your party ideas really start to come together! 💜
Try different balloon colours and arrangements, then compare them with your banner, foil curtains and tablecloths. You can explore single balloons, garlands, a balloon frame or arch, and weighted bunches.
Our example combines pink and lilac balloons above the banner with gold balloon bunches around the guest tables. Pink, lilac and aqua tablecloths repeat colours from the rainbow design.
You don’t have to use every colour in a theme. Try choosing two or three favourites, then use white or a metallic accent to bring the setup together.
Explore our party balloons and party supplies for decorating options.
5. Add guest tables and finishing touches
Once you’re happy with the main display, add guest tables to picture the rest of the space.
Try round or rectangular tables and move them around to compare different arrangements. You might also want a separate table for presents, party bags or drinks.
In our example, three round guest tables create a colourful foreground, with the cake table and banner behind them. Matching water bottle labels and party bags help carry the theme through the space.
Remember to check your actual table dimensions, chair positions and available walking room. A photo mock-up is useful for exploring the look, but it can’t confirm that everything will physically fit.
6. Save your mock-up and shopping checklist
Happy with your party setup? Save your plan, download a mock-up and create your shopping checklist.
Your mock-up gives you a handy visual reference when you’re preparing for the celebration. The checklist helps you review the decorations you’ve included and follow the product links to shop.
Before ordering, check product dimensions, colour options, pack quantities and personalisation details. Balloon quantities are planning estimates; the number you need will depend on the size and fullness of your real arrangement.
If you save your plan in your browser, download an editable backup too. Clearing browser storage can remove locally saved plans.
Why I built the Party Space Planner
A little something about me: I’m a very visual planner.
I love drawing floor plans for events, and I’ve even Photoshopped people, outfits and decorations together to check that the whole look matches what I’m imagining! 😂
After more than 20 years in events, I know how helpful it can be to see your ideas together before you start setting up.
Building this tool for Katie J Design & Events has been a way to turn that experience into something our customers can use. Whether you’re organising a backyard birthday, a baby shower or a celebration at home, I hope it makes the decorating part feel more manageable—and more fun.
Frequently asked questions
Is the Party Space Planner free?
Yes! The Party Space Planner is free to use. You can explore a setup before deciding which decorations you’d like to purchase.
Can I upload a photo of my own backyard or venue?
Yes. Upload a photo of your space and arrange sample decorations over it, or start with one of the example spaces.
Are the decorations shown to scale?
No. Items can be freely resized and are intended as a visual planning guide. Measure your space and check the dimensions of each product before ordering. Colours and preview artwork may also vary.
Can I personalise the banner inside the planner?
The planner displays sample artwork. Follow the product link to personalise your banner or other supported decorations in the product editor before adding them to your cart.
Can I buy the tables and cakes shown?
Tables, chairs and cakes are styling references. The shopping checklist links to available decorations and supplies; the furniture and cake props aren’t added as shoppable products.
Can I save my party design?
Yes. You can save your plan, download a mock-up and shopping checklist, and keep an editable plan file to reopen later.
Ready to picture your party?
Start with your space, choose a theme and have fun trying different ideas.
Try the FREE Party Space Planner and see your celebration come together! 🎉
For more help preparing for your next event, explore our free party planning tools.
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