The Ultimate Baby Shower Planning Checklist

As baby’s arrival gets closer, there’s no better time to celebrate this exciting milestone with a baby shower. It’s that special day when friends, family, and loved ones come together to honor the parents-to-be and the little one on the way.

A baby shower is filled with laughter, delicious food, playful games, and thoughtful gifts. While it’s such a joyful event, planning it takes a bit of coordination and care. From picking the right theme to making sure every detail runs smoothly, having a checklist makes the process so much easier.

Whether you’re organizing the shower yourself or helping a loved one plan theirs, this guide covers every step you’ll need to pull off a celebration full of love and happy memories.

Baby Shower Checklist: Where to Start

According to event planner Renee Patrone Rhinehart, the first step is choosing the date and time. Most baby showers happen when the mom-to-be is around seven months pregnant, but you can host it earlier or later depending on what feels right for your schedule and family traditions.

Once the timing is set, focus on the main details — the budget, guest list, and venue. Kristen Gosselin, founder of KG Events & Design, explains that these early decisions are the most important for getting the planning off to a smooth start.

There’s no single “perfect” way to plan a baby shower. Some families book a cozy restaurant or hotel for a stress-free option, while others love hosting at home or in a sunny park for a more intimate gathering.

It also helps to clarify who’s hosting the shower. Are you organizing it for someone else, or planning your own celebration? Does the guest of honor want to be surprised, or involved in every detail? Sorting out these basics early will help everything flow smoothly from start to finish.

Our Ultimate Baby Shower Planning Checklist

Event planner Kristen Gosselin says that planning a baby shower can take more effort than you might expect. Once your guest list and venue are finalized, it helps to map everything out in an organized checklist or timeline. This keeps the day smooth, stress-free, and enjoyable for everyone.

She recommends breaking the process into smaller steps like hiring vendors, sending invitations, creating a registry, selecting food and décor, and planning activities. Renee Patrone Rhinehart also notes that it’s important to decide early on how much you’ll do yourself and what you might want to outsource. Staying mindful of your budget helps the event stay fun without becoming overwhelming.

To make things simple, here’s a detailed baby shower checklist that will guide you through each stage of planning.

Confirm Event Logistics

  • Choose a host or event coordinator, especially if you’re the guest of honor and don’t want to handle the details yourself.
  • Finalize the date and time for the celebration.
  • Set a realistic budget that covers food, décor, games, and other essentials.
  • Pick a theme that matches your style — it could be floral, woodland, modern, or something playful.
  • Book the venue early, whether it’s a restaurant, backyard, park, or home.
  • Hire any vendors you’ll need, such as a photographer, florist, or entertainer.
  • Reserve any equipment required, like tables, chairs, or music gear.
  • Create a schedule of events for the day to help everything run on time.

Invitations

  • Make sure your baby registry is complete before sending invitations so guests can easily shop for gifts.
  • Create a guest list and double-check that you have everyone’s current email or mailing address.
  • Choose your invitations, whether printed or digital, that match your shower theme.
  • Address and send the invitations, including key details like the date, time, location, RSVP information, dress code, and registry link.
  • Be sure guests have the schedule of events and know where to send gifts if they can’t attend.

Games and Activities

  • Decide how many games and activities you’d like to include during the shower.
  • Gather any items or props you’ll need, like onesies for decorating, playing cards, or craft supplies.
  • Buy a few small prizes for game winners to make the activities extra fun.

Food

  • Plan the menu for your shower, keeping in mind the time of day and your theme.
  • Think about food options for babies, toddlers, or kids who might attend.
  • Be mindful of allergies or dietary needs, and make sure allergen details are clearly shared with guests.
  • Provide a copy of the menu to anyone helping with the event, such as the venue staff, caterers, or hosts.
  • Place orders with your caterer or bakery in advance to avoid last-minute stress.
  • If you’re preparing food yourself, make a grocery list for everything you’ll need.

Decorations

  • Decide if you’d like to DIY your décor, buy it pre-made, or do a mix of both.
  • Keep your theme in mind when selecting decorations such as tablecloths, banners, balloons, floral arrangements, and centerpieces.
  • Ask a few friends or family members to help set up decorations before the event if you’re not hiring a vendor.

What to Shop For

  • Purchase all food and grocery items needed for the shower.
  • Buy any serving supplies, including plates, napkins, utensils, and cups.
  • Gather game supplies and prizes for guests.
  • Get all decorations or craft materials if you plan to DIY your décor.
  • Order party favors to thank guests for celebrating with you.

A Week or Two Before the Shower

  • Confirm reservations and orders with vendors, venues, or anyone providing services.
  • Choose your outfit for the shower so you feel comfortable and confident on the big day.
  • Follow up with guests who haven’t responded to the RSVP yet.
  • Arrange transportation for the parents-to-be, especially if the shower is held at a separate venue.
  • Create a fun playlist for the event if you aren’t hiring live entertainment.

A Day or Two Before the Shower

  • Clean your hosting space if the shower is being held at home.
  • Set up decorations early to save time on the day of the event.
  • Prep the food and drinks so everything is ready to go.
  • Arrange the snack and drink stations for guests to enjoy throughout the event.
  • Organize the games and make sure all supplies are ready.
  • Set up a gift table where presents can be placed and displayed.
  • Have someone pick up and deliver any balloons, flowers, or fresh décor items being used for the event.

During the Shower

  • Assign someone to keep track of which guest gave each gift to make thank-you notes easier later.
  • Take plenty of photos, or ask a friend or hired photographer to capture the celebration.
  • Choose a helper to look after guest needs throughout the event, like serving food, helping with gifts, or keeping games on schedule.

After the Shower

  • Bring the gifts home and help the parents-to-be transport everything safely.
  • Unpack and organize the presents so they’re ready before the baby arrives.
  • Send thank-you notes to guests to show your appreciation for their time, love, and thoughtful gifts.

Whether you’re the planner or the guest of honor, remember to enjoy the process and take in every special moment. Play the games, savor the food, laugh with loved ones, and soak up the excitement.

“Your baby shower is a wonderful opportunity to show your creativity and personal touch,” says event planner Kristen Gosselin. “While there are traditions many people follow, there are no strict rules about how your shower should look or feel.”

The most important thing is to have fun, celebrate the journey, and cherish this sweet season of life. Once the party wraps up, it’s time to nest, relax, and prepare for your baby’s arrival with love and excitement.

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