Baby Shower Checklist: Plan Like a Pro

Planning a baby shower doesn’t have to be stressful. This baby shower checklist breaks down every step, from choosing a theme and setting a budget to sending invites and prepping for the big day. You can also use this checklist if you’re planning a smaller celebration, like a baby sprinkle or sip and see.

You’ll get expert tips to save time, stay on budget, and make the event one to remember. With this guide, you can skip the last-minute scramble and enjoy a fun, seamless shower.

Baby Shower Planning Checklist

Early planning: what to do 3–4 months before the baby shower

Getting a head start makes planning a baby shower smoother and more fun. These first few checklist items lay the foundation for everything else, so you’ll want to get them right.

1. Set your baby shower budget

Before you dive into the fun stuff, decide how much you’re willing to spend. A clear budget helps you prioritize what matters most, whether it’s food, decorations, or games. If you’re co-hosting, talk through the total cost and split expenses in a way that feels fair to everyone.

2. Decide who’s hosting

Is it just you, or are others helping? Assign roles early so no one feels overwhelmed. One person can handle invites, another can manage the menu, and someone else can focus on decor or party favors. Shared planning makes the process easier and less stressful.

3. Choose the date, time, and location

The best baby shower dates are usually around the 7-month mark of pregnancy. Talk with the guest of honor about their availability and comfort. Whether it’s a backyard brunch, a rented event space, or a local park, book your venue early to lock in your plans.

4. Pick a baby shower theme or color scheme

Themes can be playful (like “Twinkle Twinkle Little Star”) or simple (like a soft pastel palette). A clear theme makes every other decision, from invites to table decor, much easier. If you’re stuck, think about the parent-to-be’s personality or nursery style for inspiration.

5. Help set up the gift registry

Ask the parents-to-be to create or update a gift registry. You’ll want to include the registry link in the invitations, so guests know exactly what’s needed. Many online registries also let you track purchases, which helps avoid duplicate gifts.

Mid-planning: what to do 6–8 weeks before the baby shower

You’re halfway there and now it’s time to bring your baby shower plans to life. These mid-planning steps help lock in the details that shape the look, feel, and flow of the day. Think guests, food, and decor, plus a few personal touches that make the event memorable.

1. Finalize the guest list and send invitations

Send out baby shower invitations 6–8 weeks before the event. This gives guests plenty of time to RSVP and helps you get a reliable headcount.

• Digital invites (via email or platforms like Paperless Post or Evite) are quick to send and make tracking RSVPs simple.
• Printed invitations add a personal, keepsake-worthy touch. They’re especially thoughtful for grandparents or guests who appreciate something they can hold onto.

Include in every invite:

• Date, time, and location (plus parking or access details, if needed)
• Theme or dress code (if applicable)
• Gift registry link
• RSVP deadline and method (text, email, or reply card)

2. Book your baby shower vendors and rentals

Now’s the time to lock in professionals and reserve anything you need for the shower.

• Catering or baked goods: Reach out with your guest estimate, ask about special diets, and confirm menu details. If you’re ordering a custom cake, many bakeries need at least 4–6 weeks notice.
• Party rentals: Book tables, chairs, linens, and extras like glassware or serving platters. If you’re hosting outdoors, consider renting a tent for shade.
• Other services: Consider a photographer or digital photo booth, or someone to help with setup and cleanup.

Booking vendors early gives you more choices and helps avoid last-minute surprises.

3. Plan the baby shower menu and cake

Your menu sets the tone, whether you’re hosting a casual brunch or a more formal afternoon tea.

• Grazing boards or snack spreads encourage mingling and can double as decor.
• Buffets or plated appetizers work well for larger groups and help manage dietary needs and costs.
• Cake or dessert bar: Coordinate sweets with your theme and share your ideas with your baker early so they can plan accordingly.

4. Shop for decorations and baby shower favors

Now comes the fun part. It’s time to get creative and add personality to your space.

• Decorations: Use themed balloons, banners, table runners, and centerpieces to tie everything together. Consider a statement piece like a DIY photo backdrop or gift table sign.
• Centerpieces: Flowers, candles, or themed items (like children’s books, stuffed animals, or diaper cakes) make great focal points.
• Party favors: Keep it simple and thoughtful (mini candles, bath salts, seed packets, or small treats) are always popular.

Choose decor that photographs well and fits your space. Even small touches, like matching napkins or custom signage, can make a big impact.

With these mid-planning steps complete, you’ll feel confident, organized, and ready for the final countdown to baby shower day!

Final preparations: what to do 2–4 weeks before the baby shower

You’re in the home stretch of your baby shower planning! This final phase of your baby shower checklist is all about tying up loose ends and making sure everything runs smoothly on the big day. A little extra prep now means less stress and more time to enjoy the celebration.

1. Choose baby shower games and activities

Games help break the ice, create memories, and keep guests engaged throughout the event. Pick a few low-maintenance options that match the vibe of the group.

Easy baby shower games to consider:

• Baby Bingo: Print these Baby Bingo cards to play during the gift opening. This keeps everyone involved and adds some fun to the moment. See more free printable baby shower games here.
• Advice for the parents-to-be: Set out cards or a notebook where guests can leave heartfelt (or hilarious) parenting tips.
• Don’t Say “Baby”: Give everyone a clothespin or sticker when they arrive. If someone hears another guest say “baby,” they take their pin. Whoever collects the most wins a prize.

You don’t need a full schedule of baby shower games—just a few thoughtful choices can bring people together and lighten the mood.

2. Assemble all your supplies

It’s the little things that make the day run without a hitch. About 2 weeks before the shower, start packing everything you’ll need into clearly labeled bins or bags so nothing gets missed.

Essentials to gather:

• Game materials (printouts, pens, prize bags)
• Serving items (plates, utensils, drinkware, napkins)
• Decor pieces (balloons, banners, centerpieces)
• Extra items like photo booth props, guestbook, tape, scissors, and markers

3. Create a simple baby shower timeline

A timeline helps keep things moving, and makes it easier to coordinate food, games, and gift opening without feeling rushed.

Example baby shower schedule:

• 1:00 pm – Guest arrivals and mingling
• 1:30 pm – Welcome and first game
• 2:00 pm – Food and drinks
• 2:30 pm – Second game or group activity
• 3:00 pm – Cake and gift opening
• 3:45 pm – Thank you and farewells

Print a copy for yourself or share it with any co-hosts or vendors. Having a plan helps keep things on track so you can stay focused on celebrating.

At this stage of your baby shower checklist, most of the heavy lifting is done. A little prep now sets the tone for a fun and stress-free day.

One week before: wrap up the final baby shower details

You’re almost there! This last stretch of your baby shower planning is all about tying up loose ends and making sure nothing slips through the cracks. With your baby shower checklist in hand, these final to-dos will help you stay calm, confident, and ready to celebrate.

1. Confirm RSVPs and finalize the headcount

Reach out to any guests who haven’t RSVP’d yet. A confirmed headcount helps you plan more accurately for food, drinks, seating, favors, and games or prizes.

• Update your guest list tracker so you know exactly how many people to expect.
• Adjust your menu, table setup, party supplies, and prizes accordingly.
• If you’re doing assigned seating or preparing favors, use this number as your final guide.

2. Make your baby shower shopping list and pick up supplies

Now’s the time to gather everything you’ll need for the day, especially perishables and those easy-to-forget items.

What to include on your final shopping list:

• Ice and drinks (sparkling water, juices, wine or champagne, if you’re serving)
• Fresh fruit, baked goods, and any refrigerated or last-minute food items
• Paper goods (plates, napkins, cups, utensils)
• Serving trays, disposable containers, and extra trash bags
• Bathroom essentials (like extra soap, paper towels, or hand sanitizer if hosting at home)

3. Confirm vendors and rental drop-offs

Touch base with any vendors or helpers to reconfirm timing and delivery details. A quick call or email now helps avoid day-of confusion.

What to check:

• Bakery or caterer: Confirm pickup or delivery times and storage needs.
• Florist or balloon decorator: Clarify when decor will arrive and who’s setting it up.
• Rental company: Confirm the delivery and pickup window for tables, chairs, linens, or extra seating.
• Photographer or on-site help: Reconfirm the event start time and any special instructions.

Having this info squared away early means fewer questions and more time to focus on the fun.

With these final steps complete, your baby shower checklist is nearly done and you’re all set for a smooth, joyful celebration.

1–2 days before: final setup and prep for the baby shower

The big day is almost here! These last steps on your baby shower checklist help you stay ahead so you’re not scrambling at the last minute. This is your time to focus on setup, style, and those thoughtful finishing touches that bring the celebration to life.

1. Set up decor and key party stations

If you’re hosting at home, or have early access to your venue, start setting up as much as you can the day before. Early setup saves time and gives you room to troubleshoot.

Focus on these key baby shower areas:

• Photo backdrop: Pick a well-lit spot and hang a themed backdrop or garland. Add props like baby bottles, signs, and fun hats to encourage selfies and group shots.
• Gift table: Place a sign so guests know where to leave their presents. Add some decor to tie it into the theme, like a small flower arrangement or framed “Gifts” sign.
• Food and drink stations: Map out where food, drinks, and desserts will go to make sure there’s good flow and easy access for guests.

2. Assemble non-perishable items and materials

Take care of anything that can be organized or styled in advance to cut down on day-of prep.

What to prep ahead:

• Snack boards or platters that don’t need refrigeration (crackers, dried fruit, packaged treats)
• Favor and prize bags, game cards, and any table signage
• Pre-set game stations with all materials (pens, instructions, and prizes)

Packing these items in clear labeled bins or trays makes for fast, organized setup.

3. Cue up your music and photo booth setup

Add energy and personality to your event with a little pre-planned entertainment.

• Music playlist: Choose a playlist that fits your theme or the parent-to-be’s style (light acoustic, upbeat pop, or baby-themed classics).
• DIY photo booth: Create a simple corner with props, a backdrop, and a spot for guests to take pictures. You can even add a small tripod or phone stand for hands-free group shots.

These small extras bring your baby shower to life and create lasting memories for guests and the parents-to-be.

With these tasks checked off, you’re officially ready. You’ve planned ahead, styled with care, and now it’s time to relax and enjoy the celebration you’ve worked so hard to create.

Day-of coordination: host a smooth, stress-free baby shower

It’s go time! With your baby shower planning nearly complete, today is all about keeping things organized, handling small details with ease, and helping everyone, including you, have a relaxed, joyful time. This final section of your baby shower checklist keeps you focused from setup to sendoff.

1. Do a final venue walk-through

Before guests arrive, take 10–15 minutes to check that everything’s in place and running as expected.

What to check:

• Decorations are secure, styled, and match the theme
• Guest seating is arranged and accessible
• Restrooms are clean and stocked
• Trash and recycling bins are visible but discreet
• Games, prizes, and favors are where they need to be

This quick walk-through helps you spot and solve any last-minute issues before guests notice.

2. Set up food and drink stations

Make it easy for guests to serve themselves by creating clearly marked stations. This helps reduce bottlenecks and keeps things moving.

Ideas for drink setups:

• A punch or mocktail bar with themed drinks and garnish options
• A water and sparkling beverage station with fruit add-ins
• A coffee or tea corner for something warm and comforting

Check in every 30–45 minutes to refill, tidy, or restock as needed. If a caterer is managing this, coordinate with them early so expectations are clear.

3. Facilitate baby shower games with ease

Stick to your timeline and be ready with everything you need to keep the energy up and transitions smooth.

Helpful game facilitation tips:

• Keep printed instructions and supplies in one spot
• Announce each activity clearly and give guests time to settle in
• Hand out small prizes right after each game to keep momentum going

If you want to stay hands-off, ask a friend or co-host to lead the games and keep things moving.

4. Manage the gift opening gracefully

If you’re including gift-opening, prep in advance to make it smooth and enjoyable.

What helps:

• Assign one person to pass gifts in order
• Have someone else write down who gave what (use a notes app or notebook)
• Keep wrapping and tissue under control with a bag or box nearby

This setup keeps things flowing and thoughtful, and it makes post-event thank-you notes much easier for the guest of honor.

5. Capture memories and support your guests

You’ve spent weeks planning, so now it’s time to preserve the moment.

Make the most of the day:

• Snap candid photos of the decor, guests mingling, and special moments
• Assign a designated “event photographer” if you’d rather stay present
• Greet new arrivals, guide guests to food or activities, and check in with the parent-to-be throughout the event

Small gestures like helping a guest find a seat or snapping a group photo go a long way in making the shower feel welcoming and well-organized.

With this final section checked off your baby shower checklist, all that’s left is to celebrate. You’ve prepped, styled, and hosted with care, and now it’s time to enjoy every moment.

Post-shower wrap-up: close out your baby shower planning with care

The party might be over, but your baby shower checklist has just a few final to-dos left. Wrapping things up with intention helps the celebration end on a thoughtful note and makes life a little easier for the parents-to-be.

1. Organize and transport baby shower gifts

Once guests head out, help the guest of honor pack up their gifts, especially any larger or delicate items. Use boxes or bags to group items neatly, and make sure everything is secure for transport.

Keep the gift list close by (handwritten or digital) so thank-you notes are simple to manage. If you tracked who gave what during the gift opening, you’re already ahead.

2. Send thoughtful thank-you notes

Send baby shower thank-you notes within a week or two. They don’t have to be formal. What matters most is that they feel genuine and specific.

How to make thank-yous personal:

• Mention the guest by name
• Reference the specific gift they gave
• Add a quick message of appreciation or a note about how the item will be used

Both handwritten and digital thank-yous are great. If time is tight, simple templates or cards with pre-written messages can still feel heartfelt with a quick personal touch.

3. Handle cleanup and returns

Once gifts are packed and guests are gone, it’s time to tidy up.

Post-shower cleanup checklist:

• Toss or recycle trash and leftover materials
• Pack up food and drinks (send extras home with guests if you can)
• Collect personal items left behind (jackets, sunglasses, etc.)
• Return or schedule pickup for any rented equipment or decor

Double-check rental contracts to avoid late fees and confirm drop-off or pickup times in advance if needed.

With these final tasks checked off, your baby shower planning is officially complete. From early prep to heartfelt thank-yous, you’ve helped create a day that’s organized, meaningful, and full of love.

Pro tips: make baby shower planning smoother from start to finish

A few smart things can make all the difference when planning a baby shower. These expert tips help you stay organized, flexible, and focused on what really matters—celebrating the parents-to-be.

1. Delegate tasks to trusted friends or family

You don’t have to do everything alone. Share the load by asking a few reliable people to help out.

Helpful tasks to delegate:

• Setup and decor styling
• Greeting guests and directing them to food or games
• Game facilitation and prize handouts
• Cleanup and packing at the end

Giving everyone a clear, simple job not only makes the event run smoother, it also gives you more time to enjoy the day without juggling every detail.

2. Use digital tools to stay organized

Planning tools make it easier to track progress and collaborate, especially if you’re co-hosting.

Use tools like:

• Shared documents (Google Docs or Sheets) for guest lists, timelines, and budgets
• Editable baby shower checklist templates
• Online invitation platforms (like Paperless Post, Evite, or Greenvelope) that track RSVPs automatically

Keeping everything in one place means less last-minute scrambling and fewer overlooked details.

3. Pack a “just in case” kit with essentials

A small emergency kit can be a lifesaver, especially if you’re hosting outside your home.

What to include:

• Extra trash bags
• Tape, scissors, and string or ribbon
• First-aid basics (band-aids, pain reliever)
• Wet wipes or hand sanitizer
• Backup utensils, napkins, and paper goods

It’s the kind of thing you hope you won’t need, but you’ll be glad to have it if you do.

4. Book vendors and rentals early

Once you have your guest count and a rough idea of the schedule, start booking key vendors.

Plan ahead with:

• Caterers and bakeries: Get quotes early, confirm your menu, and ask about dietary accommodations. Want a custom baby shower cake? Many bakeries need at least 4–6 weeks notice.
• Party rentals: Reserve tables, chairs, linens, and extras like serving platters or drink stations. Early booking means better availability and fewer compromises, especially during busy event season and weekend events.

Staying ahead on these pieces helps avoid last-minute stress and ensures you get your top choices.

With these pro tips in your back pocket, you’ll feel more confident, stay on track, and be ready for anything that comes your way.

Want a printable checklist?

Make planning even easier with our ready-to-use printable baby shower checklist. Download the template now to keep everything in one place and check off tasks as you go. Happy planning!