Planning a baby shower is a beautiful way to honor a growing family and make parents-to-be feel celebrated and supported. But whether you’re hosting your first or your fifth, organizing all the details can quickly feel overwhelming.
That’s where this baby shower planning checklist comes in.
We’ve broken down everything you need to do—step by step—from picking a date and sending invites to setting up the snack table and prepping party favors. Whether you’re throwing a casual brunch or a full-blown themed event, this guide will keep you stress-free and on track.
8 Weeks Before: Start With the Basics
1. Choose a Host (or Co-Hosts)
Traditionally, a close friend, sister, or cousin throws the shower—but anyone who loves the parents-to-be can step up.
2. Set the Budget
Talk about who’s covering what. Knowing your budget helps narrow down choices for the venue, food, favors, and more.
3. Pick a Date and Time
Most baby showers happen between 28 and 36 weeks of pregnancy. Saturdays and Sundays are popular, but weeknights can work too.
4. Reserve a Venue
Options include:
- Host’s home or backyard
- Park or community space
- Restaurant or tea room
- Virtual via Zoom or Google Meet
5. Choose a Theme or Style
Themes don’t have to be elaborate—but having one helps unify decor, invitations, and party details. Some popular ideas:
- Woodland animals
- Boho rainbows
- “Oh Baby” brunch
- Books for baby
- Gender-neutral greens or neutrals
6 Weeks Before: Invitations and Registry
6. Create the Guest List
Coordinate with the guest of honor to get names, emails, and addresses. Decide if it’s women-only, couples, or even family-friendly.
7. Prepare and Send Invitations
Send invites by:
- Email (Paperless Post, Evite, or Greenvelope)
- Printed mail (Minted, Shutterfly, Etsy designers)
Include:
- Date, time, and location
- RSVP details
- Registry links
- Dress code or theme
8. Confirm the Registry
Ensure the parents have a baby registry ready to share with guests. Many sites let you include the link on the invite or QR codes on printed cards.
4 Weeks Before: Vendors and Menu
9. Plan the Menu
Decide on food and drinks. Consider time of day and guest preferences.
Menu ideas:
- Brunch with pastries, fruit, and quiche
- Finger foods or grazing boards
- Tea sandwiches and cupcakes
- Desserts-only table for afternoon events
Don’t forget drinks:
- Sparkling water or punch
- Coffee and tea
- A mimosa bar (with mocktail options)
10. Order Cake or Dessert
Whether it’s a classic cake, cupcakes, or cake pops, place your order early. If baking at home, make a test run.
11. Hire Vendors (if needed)
Think about:
- Photographer or friend with a good camera
- Balloon artist or florist
- Caterer
- Chair or table rentals
3 Weeks Before: Decor and Games
12. Choose Decorations
Match your theme and color palette. Think:
- Balloons or arches
- Banner or welcome sign
- Table centerpieces
- Diaper cake
- Photo backdrop
13. Select Party Games or Activities
Not every shower needs games—but they can be fun icebreakers.
Popular baby shower games:
- Guess the baby food
- Who knows mom best?
- Baby bingo
- Don’t say “baby” safety pin challenge
- Write-a-wish for baby
14. Plan Party Favors
Small thank-you gifts go a long way. Some crowd-pleasers:
- Mini candles
- Bath salts
- Plant succulents
- Personalized cookies or jars of honey
2 Weeks Before: Final Touches
15. Confirm RSVPs
Follow up with anyone who hasn’t responded so you can plan food and seating accurately.
16. Order or Prep Party Supplies
Double-check your list:
- Plates, cups, and utensils
- Napkins and tablecloths
- Serving trays and drink dispensers
- Game cards, pens, prizes
- Guest book or baby advice cards
17. Wrap Gifts or Decorate Gift Table
Prepare any group gifts ahead of time, and make space for guests to place theirs.
1 Week Before: Organize and Set Up
18. Create a Schedule for the Day
Plan out your timeline:
- Arrival and greetings
- Food and mingling
- Games and gift opening
- Cake cutting and goodbyes
19. Assemble Decor and Favors
Organize items by category so set-up is simple. Pack bins or bags labeled by table or area.
20. Confirm With Any Vendors
Send reminders or confirmations to anyone delivering food, photography, or flowers.
Day Before the Shower
- Decorate the space if possible (or at least prep what you can)
- Chill drinks or prep dishes
- Arrange seating and food areas
- Set out signage and favors
- Print any games or materials
- Get your camera or phone fully charged
Day Of the Baby Shower
- Greet guests at the door
- Keep the vibe light, warm, and welcoming
- Play music to create a relaxed atmosphere
- Take photos throughout
- Assign someone to write down gift-giver names
- Most of all—have fun and celebrate
After the Shower: Show Your Gratitude
- Send a thank-you to guests for coming
- Help the guest of honor send thank-you notes to gift-givers (having a photo of each gift can help)
- Share photos or videos from the day with the new parents
Final Thoughts on Baby Shower Planning
A baby shower should feel like a warm, joyful celebration—not a stressful event. With this baby shower planning checklist, you can stay ahead of the details and actually enjoy the process of bringing people together for a truly special occasion.
Whether you’re hosting at home or online, keeping it simple or going all out, remember: what matters most is making the parents-to-be feel supported, loved, and ready for their little one’s arrival.
