Essential Baby Shower Planning Checklist: Your Complete Guide

Introduction:

Planning a baby shower can be exciting, but it’s easy to feel overwhelmed. This 6-week countdown guide will help you stay organized, ensuring every detail is covered—from choosing a theme to sending out thank-you notes. Whether you’re the host or a guest of honor, this checklist will help you stay on track for a stress-free and memorable celebration! Let’s get started!

✅ 6 Weeks Before – The Big Picture

Now’s the time to lay the foundation for a successful event. Take care of these key steps to ensure everything comes together smoothly.

• Talk to Parents-to-Be About Preferences: Discuss their style and any specific ideas they have for the event. Make sure you’re aligned on the theme, color palette, and any special elements they want included.

• Set the Budget: Establish a realistic budget for the baby shower. Include venue costs, catering, decorations, and any entertainment or activities.

• Choose a Date and Time: Coordinate with the parents-to-be and key guests to find a date and time that works for everyone.

• Book the Venue: Secure the location of the event. Whether it’s at someone's home, a rented space, or an outdoor area, make sure it's booked early to avoid scheduling conflicts.

• Decide on a Theme or Color Palette: Choose a theme or color scheme that fits the parents’ preferences and the baby’s gender (if known) or opt for a neutral palette if you want something versatile.

• Start Guest List: Begin compiling the guest list. Work with the parents-to-be to finalize who should be invited.

These early steps will help you get organized and on track as you head into the next stages of planning.

✅ 5 Weeks Before – Invites & Menu Brainstorming

With your venue and theme locked down, it’s time to dive into the details to ensure everything runs smoothly.

• Create/Send Invitations: Design and send out the invitations. Be sure to include registry information so guests know where to shop for gifts. Digital or paper invites both work, depending on the event style.

• Request RSVPs by Week 3: Include a line in the invite requesting RSVPs by Week 3 to help with accurate guest count and planning.

• Start Menu Brainstorming: Begin considering what foods will be served. Think about dietary restrictions, any cultural preferences, and whether you want to go for a sit-down meal, buffet, or snack options.

• Choose Drink Options: Decide on drinks, including mocktails, punch, or sparkling water for a festive touch. Make sure there are options for non-drinkers or those who are pregnant.

• Pick Games and Activities: Choose a few fun games and activities to entertain guests. Think about interactive games, a memory-sharing activity, or trivia about the parents-to-be.

By tackling these items now, you’ll have ample time to work out the finer details in the coming weeks!

✅ 4 Weeks Before – Decor & Supply Planning

Now that the major decisions are out of the way, it's time to focus on creating the atmosphere and ensuring you have everything you need for the party.

• Order/Make Decorations: Whether you’re purchasing decorations or making your own, start ordering or crafting them now. This includes centerpieces, banners, balloons, and any theme-related décor.

• Buy or DIY Party Favors: Plan for party favors to thank your guests for attending. If you’re making them, start the DIY process now, so you have enough time to assemble them.

• Gather Serving Ware & Utensils: Ensure you have all the necessary serving ware, utensils, plates, cups, and napkins. Consider whether you’ll be using disposable or reusable options. Don’t forget serving trays or bowls for any appetizers or snacks.

• Roughly Outline the Party Schedule: Create a general timeline for the event. Decide when guests should arrive, when to serve food, when to play games, and when to start wrapping up. This helps with keeping everything on track during the event.

• Assign Help if Needed: If you’re organizing a larger gathering, now’s the time to assign roles to helpers (e.g., someone to manage drinks, someone to monitor the games, etc.). Having a few extra hands on deck will make everything run more smoothly.

This step is all about getting your ducks in a row, so you’ll be ready for the final preparations!

✅ 3 Weeks Before – Final Guest Count & Games

Now that the details are coming together, it’s time to solidify the remaining plans and make sure everything is ready for the big day.

• Confirm RSVP List: Double-check your RSVP list and follow up with any guests who haven’t responded. This will give you a final guest count for food, drinks, and seating arrangements.

• Finalize Food and Drink Menu: Lock in your menu now. Ensure that you have enough variety for all guests, including any dietary restrictions. If you're catering, confirm the details with the caterer. If you're preparing the food yourself, start organizing the recipes and shopping list.

• Order Cake or Desserts: If you're ordering a cake or desserts, place the order now. Consider themed cakes or cupcakes that match the baby shower theme, and be sure to specify any flavor or design preferences.

• Buy Game Prizes: Purchase prizes for any baby shower games you plan to have. Whether it’s small trinkets or themed gifts, make sure you have something fun to give out as rewards.

• Prep Activity Supplies: If you’re planning any activities or crafts, gather all necessary supplies ahead of time. For instance, if you’re doing advice cards or a craft activity, make sure you have the right materials and plenty of extras.

By the end of this week, you’ll be in a good place to start prepping for the final stages of the party!

✅ 2 Weeks Before – Assemble & Check Supplies

You’re getting closer! This week is all about making sure you have everything in order and testing things to ensure a smooth flow at the party.

• Inventory All Supplies and Decor: Take stock of your decorations, supplies, and any materials for games or activities. Ensure everything is on hand and check for anything that might need to be purchased or repaired.

• Assemble Party Favors: If you have DIY party favors, this is the time to put them together. If you're buying pre-made favors, make sure they’re ready to go. Set them aside so they can be easily handed out at the party.

• Confirm Food Orders and Helpers: Check in with any vendors or caterers to confirm your food orders. If you have friends or family helping with food prep or setting up, confirm their availability and responsibilities.

• Buy Non-Perishable Food/Drinks: Start purchasing any non-perishable items like snacks, canned drinks, or dry ingredients that you’ll need for the menu. Store them properly to keep everything fresh for the big day.

• Do a Test Run of Games or Activities: If you're planning games or activities, do a test run to make sure they’re fun and easy to execute. This gives you the chance to tweak anything that doesn’t flow well or that might need adjusting.

By the end of this week, you’ll be nearly done with the major tasks and ready to focus on the final details!

✅ 1 Week Before – Final Prep

The countdown is on! In the final week, it’s all about the finishing touches and preparing for the big day.

• Clean the Party Space: Give the party space a deep clean. This will not only make things look tidy but also give you a clear view of how to arrange everything.

• Set Up Tables/Chairs/Layout (if possible): If you have access to the party venue early, start arranging tables and chairs. Lay out a rough layout of where you’ll be setting up food, games, and other important areas. This will save time on the day of the party.

• Prep Signage, Labels, and Stations: Prepare any signs, name tags, or labels for food and drink stations. If you have a welcome sign, party schedule, or other printables, get them ready to be displayed.

• Buy Perishable Food: This is the week to buy fresh produce, perishable items, and anything that needs to be kept cold. Make sure to keep them properly stored until the event.

• Charge Phone/Camera: Don’t forget to charge your phone or camera, especially if you plan to capture memories during the party. It’s always a good idea to bring extra batteries or a charger, just in case.

• Pack Car or Prep Baskets with Supplies: Start packing your car with any supplies you’ll be taking to the venue. If you’re setting up at home, organize baskets or boxes for easy transport of party essentials like decorations, games, and utensils.

By the end of the week, you’ll be set to tackle the last-minute details and have everything in place for a stress-free party!

✅ Day Of – Celebrate!

The big day is finally here! It’s time to execute your plan and have fun with all your hard work.

• Arrive Early to Set Up: Arrive at the venue (or at home) early to get everything in place. Set up decorations, food stations, and activities. This gives you time to handle any last-minute adjustments.

• Set Out Food/Decorations: Arrange your food, drinks, and decorations in their designated spots. Make sure everything looks neat and inviting for when the guests start arriving.

• Play Music, Light a Candle: Set the mood with some background music. A calming playlist can set a relaxing vibe. If you like, light a candle to add warmth and ambiance to the space.

• Greet Guests: Welcome everyone as they arrive. Make sure to introduce people who might not know each other, and offer drinks or a quick rundown of the party layout.

• Facilitate Games/Activities: Keep the energy going by facilitating planned games or activities. Have everything ready to go, so transitions between games or events are seamless.

• Take Photos: Capture the moments! Take plenty of photos throughout the event. Don’t forget to snap pictures of key moments, group shots, and candid moments for memories.

• Send Leftovers or Treats with Parents-to-Be: If there are any leftovers, or if you’ve prepared party favors, make sure to send some home with the parents-to-be. It’s a sweet gesture they’ll appreciate.

• Enjoy the Moment – You Crushed It!: Finally, take a deep breath and enjoy the celebration. You’ve worked hard to make it a special event, so relax, have fun, and make memories!

You’ve done an amazing job preparing—now it’s time to celebrate with the people you care about! 🎉