The Ultimate Baby Shower Checklist: Everything You Need to Plan

Planning a baby shower involves more moving pieces than most people expect. The guest list, the food, the decor, the games, the invitations — and somehow they all need to come together on the same day without you losing your mind in the process.

Whether you volunteered for this or got lovingly voluntold, this checklist breaks everything down week by week so nothing sneaks up on you. Print it, bookmark it, screenshot it — whatever works. You've got this.

8 Weeks Before the Baby Shower

This is where the big decisions happen. Get these locked in early and everything else falls into place.

• Choose the date. The sweet spot is 4–6 weeks before the due date. Far enough out that the mom-to-be is comfortable, close enough that the excitement is real. Weekends between 10 AM and 2 PM tend to work best for most guest lists.
• Set the guest list with the parents-to-be. This is their party — make sure the list reflects who they actually want there. Get a solid number early because it drives every other decision. Typical baby showers run 15–40 guests, but there's no rule.
• Pick a venue. Someone's home is the most common (and budget-friendly) option. Restaurants with private rooms, parks with pavilions, and event spaces all work too. Just make sure the space fits your headcount comfortably.
• Choose a theme. A theme ties everything together — invitations, decor, signs, even the food. Popular picks right now include boho florals, woodland animals, farmers market, and classic pink bows. Don't overthink this one. Pick something the parents-to-be love and run with it.
• Set a budget. Be honest about what you can spend. A beautiful baby shower doesn't require a huge budget — it requires a plan. Typical ranges are $200–$500 for a home party and $500–$1,500 for a venue with catering. Split costs with co-hosts if you have them.

Check out our trending baby shower themes for 2026 if you need some inspiration for this step.

6 Weeks Before the Baby Shower

Now it's time to start ordering and planning the details. This is where the fun stuff begins.

Send Invitations

Six weeks gives guests enough time to plan without forgetting about it. Include the date, time, location, registry info, and theme. Printed invitations set the tone for the entire event and give guests something to put on their fridge — browse our printed invitation collection for options that match your theme. Need help with wording? See our baby shower invitation wording guide for 75+ examples.

Plan the Menu

Match your food to the time of day. A 10 AM shower calls for brunch items — think quiche, fruit, pastries, mimosas. An afternoon shower leans more toward finger sandwiches, a charcuterie spread, and sweet treats. Either way, plan for about 5–8 bite-sized items per guest.

Don't forget drinks. A signature mocktail for the mom-to-be, plus a cocktail version for everyone else, is always a hit. (Our printed vs. DIY guide can help you decide what to print and what to do yourself.)

Order Decorations and Signs

Decorations are what transform a living room into an actual party. Start with a welcome sign — it's the first thing guests see and it sets the mood instantly.

Beyond the welcome sign, think about what other signs you'll need — a gift table sign, a favors sign, a dessert table sign, a drinks sign. Having coordinated signage throughout the space makes it look intentional and polished. Check out our baby shower sign wording guide for ideas on what to put on every sign.

Browse our full printed signs and posters collection to find pieces that match your theme. Want to know more about materials and sizes? Check out our foam board signs guide.

4 Weeks Before the Baby Shower

The halfway point. By now you should have the big-picture stuff handled, so this is about nailing down the details that make the day actually run smoothly.

Plan Games and Activities

Two to four games is the sweet spot — our baby shower games guide breaks down exactly how many to play. Fewer than that and there's too much dead air. More than that and it starts to feel like a classroom. Space them out between food and gift-opening so the day has a natural rhythm.

The best baby shower games are the ones where everyone can participate without feeling awkward. Here are some crowd favorites that always get people laughing:

Browse more options in our printed party games collection. Pre-printed game cards save you a ton of time compared to DIYing everything — and they look much better than something printed on your home inkjet.

For a deeper dive into game planning, check out our complete baby shower games guide.

Confirm RSVPs and Finalize Details

• Follow up on RSVPs. Text or call anyone who hasn't responded. You need a solid headcount for food and seating.
• Finalize food orders or catering. If you're ordering a cake, a charcuterie board, or catering, now is when you confirm quantities and delivery times.
• Plan the flow of the day. A rough schedule keeps things moving. Something like: arrive + mingle (20 min) → food (30 min) → game 1 (15 min) → gift opening (30 min) → game 2 (15 min) → dessert + wrap up (20 min). Adjust to fit your vibe.
• Order game prizes. Small, useful gifts work best — candles, lip balm sets, mini succulents, or gift cards in the $5–$15 range.

2 Weeks Before the Baby Shower

You're in the home stretch. Most of the creative decisions are made — now it's about logistics.

• Get your final headcount. This is the number you'll use for food prep, seating, and supplies.
• Buy remaining supplies. Plates, napkins, cups, utensils, serving platters, trash bags. Buy 10–15% more than your headcount to be safe. Coordinating colors to your theme makes a big visual difference for minimal extra cost.
• Prep any DIY decorations. If you're making a balloon garland, a photo backdrop, or centerpieces, start now. These always take longer than you think.
• Confirm with vendors. Bakery, caterer, florist, venue — send a quick confirmation to anyone you've ordered from. Include the date, time, and delivery address.
• Plan a day-of timeline. Write out exactly when you need to arrive, when food goes out, when games happen. Share it with anyone helping you set up.

1 Week Before the Baby Shower

Final prep mode. You're close enough now that you can see the finish line.

• Grocery shop for food and drinks. Buy everything non-perishable now. Save the fresh items (fruit, deli items, flowers) for 1–2 days before.
• Assemble favor bags. If you're doing party favors, put them together now so you're not scrambling the night before.
• Print any last-minute items. Place cards, menu cards, game answer keys, or extra signs you decided you need.
• Prep game supplies. Count out game cards, sharpen pencils or grab pens, prepare answer keys, sort prizes. Do a quick run-through of each game so you know how to explain it.
• Confirm venue details. If it's not your home, confirm access time, parking, any restrictions, and where you can set up.

The Day Before

Keep it simple. Tomorrow is the big day and you want to show up rested, not frazzled.

• Prep food that can be made ahead. Egg bites, dips, cookie dough that just needs baking, fruit that needs cutting — anything you can knock out now, do it.
• Pack decorations and supplies. Put everything in bags or boxes organized by station: decor box, food supplies box, game supplies box. Label them if it helps. Future-you will be grateful.
• Charge your camera and phone. You'll want photos of the setup before guests arrive, and your phone will be working overtime.
• Lay out your outfit. One less decision to make in the morning.
• Get a good night's sleep. Seriously. The day will be so much better if you're not running on four hours and caffeine.

Day Of the Baby Shower

This is it. All your planning comes together today.

• Arrive early for setup. Give yourself at least 90 minutes — two hours if you can. Things always take longer than expected, and you want time to fix anything that isn't working.
• Set up stations. Think of the space in zones: food and drinks area, gift table, game area, photo spot, dessert table. Each one should feel intentional. Our sign wording guide has ideas for what to write on each sign.
• Put out your signs. Welcome sign by the entrance, gift table sign, dessert sign, drinks sign, favors sign. Signs guide guests so you don't have to.
• Do a final walkthrough. Stand at the entrance and walk through the space like a guest would. Does the flow make sense? Can people move around easily? Is there enough seating?
• Take a breath. You did the hard part already. The planning, the ordering, the prepping — that's all done. Now just be present, enjoy the party, and let the mom-to-be feel celebrated.

The Complete Baby Shower Supplies Checklist

Here's everything in one place. Use this as your master shopping list.

Invitations and Paper Goods

• Invitations (send 6 weeks before)
• Thank you cards (for the parents-to-be)
• Stamps (if mailing invitations)
• Address labels (optional but saves time)
• Guest book or advice cards

Decorations

• Welcome sign
• Table signs (gifts, desserts, drinks, favors)
• Balloons or balloon garland
• Centerpieces (flowers, greenery, or themed items)
• Tablecloths and table runners
• Banner or bunting
• Photo backdrop or frame
• Confetti or scatter decor
• Streamers or tissue paper poms

Games

• Printed game cards (2–4 games)
• Pens or pencils (one per guest plus extras)
• Game prizes (3–5 small prizes)
• Timer (your phone works fine)
• Answer keys

Food and Drink Supplies

• Plates (appetizer and/or dinner size)
• Cups (for both hot and cold drinks)
• Napkins (cocktail size and dinner size)
• Utensils (forks, spoons, knives)
• Serving platters and bowls
• Drink dispensers or pitchers
• Cake stand or dessert display
• Straws
• Ice

Extras

• Party favors
• Favor bags or boxes
• Gift bags for prizes
• Camera or phone charger
• Scissors and tape
• Trash bags
• Paper towels
• First aid basics (band-aids, pain relievers)
• A backup plan for weather (if outdoor venue)

Need printed items for your shower? Browse our full printed baby shower collection for welcome signs, game cards, table signs, and more — all printed and shipped directly to you.

People Also Ask

Who hosts a baby shower?

Traditionally, a close friend or family member hosts the baby shower — not the parents-to-be themselves. These days, though, there are no hard rules. Sisters, aunts, coworkers, and friends all commonly take the lead. Sometimes a group of 2–3 people co-host to split the workload and cost. The key is communication with the parents-to-be so the party reflects what they actually want.

When should you have a baby shower?

Most baby showers happen between 28 and 32 weeks of pregnancy — roughly 4 to 8 weeks before the due date. This timing means the mom-to-be is far enough along that the baby feels real and exciting, but not so close to the due date that she's uncomfortable or at risk of an early arrival. For a specific date, check with the parents first — they may have OB appointments or other commitments to work around.

How many guests should you invite to a baby shower?

There's no magic number, but 15–40 guests is the most common range. Smaller showers (15–20) feel intimate and personal. Larger ones (30–50) are more of an event. The right size depends on the parents' preference, your venue, and your budget. A good rule of thumb: invite about 20% more than your ideal number, because not everyone will be able to come.

How long does a baby shower last?

Plan for 2 to 3 hours. That gives you enough time for mingling, food, 2–3 games, gift opening, and dessert without the party dragging on. Most guests appreciate a defined start and end time on the invitation. If you're doing a brunch shower, 2 hours is plenty. An afternoon party with more activities can stretch to 3.

Who pays for a baby shower?

The host or hosts typically cover the cost of the baby shower, including food, decorations, and activities. If multiple people are co-hosting, splitting costs evenly is standard. It's also completely fine for the hosts to set a budget and plan within it — a heartfelt shower doesn't need to be expensive. Some hosts ask guests to contribute a dish potluck-style, which is a practical way to keep food costs down without sacrificing variety.

What food should you serve at a baby shower?

Match the food to the time of day. Morning showers call for brunch — quiche, fruit platters, pastries, and yogurt parfaits. Afternoon showers work well with finger sandwiches, a charcuterie board, veggie trays, and dips. For any time of day, include a sweet option like cupcakes, cookies, or a decorated cake. Plan for about 5–8 bite-sized portions per guest, and always have a non-alcoholic signature drink for the guest of honor.

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Planning a baby shower takes work — but it doesn't have to be stressful. Start early, use this checklist to stay on track, and remember that the whole point is to celebrate the new baby and make the parents-to-be feel loved. The rest is just details.

Need printed baby shower supplies? We've got welcome signs, table signs, game cards, and more — printed on premium cardstock and shipped directly to your door.