Baby Shower Planning Checklist: What to Do and When
Planning a baby shower can feel overwhelming at first, especially if it’s your first time hosting. The key to a smooth, enjoyable shower is breaking the planning into clear phases so decisions feel manageable and nothing is rushed at the last minute.
This checklist walks through what to do, why it matters, and common mistakes to avoid, so you can plan with confidence.
How do you plan a baby shower?
To plan a baby shower, choose a host and date, set a budget, finalize the guest list, select a theme, plan food and décor, send invitations, and confirm details the week of the event. Most baby showers are planned 4–12 weeks in advance.
6–12 Weeks Before the Baby Shower
This is the foundation stage. Decisions made here affect every other step.
Confirm the host or co-hosts
Decide who is officially hosting and whether costs or responsibilities will be shared. Clear roles prevent confusion later.
Set a realistic budget
Determine how much you’re comfortable spending before planning anything else. Your budget should guide food choices, décor style, and guest count.
(Visit our Baby Shower Budget Guide to help you set a clear budget.)
Choose a date and time
Most baby showers are held in the late second or early third trimester. Late mornings or early afternoons work best for guests.
Decide on the location
Hosting at home or in a backyard keeps costs low and allows flexibility. Venues and restaurants require earlier booking and higher budgets.
Draft the guest list
Work with the parents-to-be to create a list that fits the space and budget. Guest count affects invitations, food, seating, and tableware.
Select a theme or color palette
Themes don’t need to be literal. Soft colors, seasonal palettes, or simple motifs create cohesion without overdoing it.
💡 Planning tip: Once the guest list and theme are set, everything else becomes easier.
4–5 Weeks Before
This phase is about locking in details guests will notice.
Send invitations
Digital invites are common and easy to manage. Printed invitations are great for more formal showers. Include date, time, location, registry info, and RSVP deadline.
Plan food and drinks
Decide whether you’ll serve brunch, desserts, finger foods, or light snacks. Baby showers do not require full meals unless the event is long.
Choose tableware and décor
Coordinated disposable plates, cups, and napkins instantly elevate the table. Focus décor on the food table, gift area, and entryway. Oh So Fancy has a complete collection of trending Baby Shower Themes!
Decide on games or activities
Games are optional. Advice cards, prediction cards, or a diaper raffle are popular alternatives to traditional games.
Order personalized items if needed
Custom banners, signs, or favors should be ordered now to avoid rush fees.
2–3 Weeks Before
This phase is about confirming and organizing.
Track RSVPs and follow up
A clear guest count helps finalize food quantities and seating.
Finalize the menu
Confirm catering orders or grocery lists. Choose items that can be prepped ahead to reduce stress.
Purchase decorations and supplies - from Oh So Fancy, of course!
This includes tableware, signage, balloons, serving trays, and game cards. (Ordering earlier helps relieve stress though...sometimes shipping gets delayed.)
Plan layout and flow
Think through where guests will eat, sit, open gifts, and mingle.
1 Week Before
Now it’s about preparation, not planning.
Confirm food and helpers
Confirm delivery times or grocery pickup. Assign simple tasks to helpers if needed.
Prep games or activity stations
Assemble cards, pens, and prizes if using them.
Organize décor by setup order
Group items by area so setup is quick and easy.
Day Before
Set up tables and décor
Doing this early reduces day-of stress.
Prep food that can be made ahead
Cut fruit, bake desserts, or assemble platters.
Chill drinks and charge devices
Have cameras or phones ready for photos.
Day Of
Set out food and drinks gradually
Refresh items as needed rather than putting everything out at once.
Welcome guests and enjoy
If your planning is done, your job is to celebrate.
Final Thoughts
A baby shower doesn’t need to be elaborate to be meaningful. Clear planning, thoughtful details, and a relaxed atmosphere matter far more than perfection.
Still have questions? Check out our Baby Shower FAQs for answers to common questions.
