Baby Shower Checklist
Table of Contents
Introduction
Plan a baby shower without last-minute chaos. This checklist is organized by timeline (from 8-10 weeks out through the week after), and includes a simple budget block so you can track spending in one place. Save it to customize the tasks, check items off as you go, and share it with co-hosts.
For the bigger picture around baby prep, see our full Baby Checklist. If you want the practical planning guidance behind this checklist (timing, formats, budget priorities), jump to the Baby Shower Guide.
What's included
8-10 weeks before the baby shower
Choose host/co-hosts
Confirm guest of honor preferences
- Avoid: surprise showers if they dislike attention.
Decide shower type (surprise, co-ed, virtual, hybrid)
- Why: changes venue, timing, and guest list.
Set budget target
- Tip: add 10-15% buffer for last-minute extras.
Pick date and time
- Check: target 28-34 weeks pregnant, before late pregnancy fatigue.
Choose venue
- If: outdoors, decide a rain/heat backup.
Reserve venue
Draft guest list
Collect addresses/emails/phone numbers
Confirm baby registry is ready (or create it)
- Why: reduces duplicate gifts and guesswork.
Choose theme and color palette
Decide gift format (open gifts or display shower)
- Why: affects schedule length and seating.
Decide add-ons (diaper raffle, book instead of card, advice cards)
6-8 weeks before the baby shower
Create invitations
Set RSVP deadline
- Check: deadline 10-14 days before event.
Add registry info to invitations
Send invitations
Create event page
Decide food plan (catered, potluck, DIY)
Book caterer
Decide cake/dessert plan (order or DIY)
Plan decor list (backdrop, balloons, centerpieces)
Plan games/activities (pick 2-4)
- Avoid: more than 2-3 games for most groups.
Decide prizes plan
Decide favors plan
Plan music (playlist + speaker)
Decide photo plan (photographer or designated helper)
Plan rentals if needed (tables, chairs, linens, tent)
4-6 weeks before the baby shower
Order decorations
Order tableware (plates, cups, napkins, cutlery)
Order serving items (platters, serving utensils) if needed
Order signage (welcome, gifts/cards, food labels) if wanted
Order favors (or supplies to make them)
Buy prizes
Buy/prepare game supplies
Buy/prepare guestbook or advice cards
Buy/prepare diaper raffle tickets
Plan seating layout
Plan gift table setup items
Plan food and drink station layout
Collect dietary restrictions/allergies
- Why: prevents unsafe food choices and awkward swaps.
3 weeks before the baby shower
Confirm vendor bookings (venue, caterer, cake, rentals)
Finalize menu
Finalize drinks plan
Finalize decor plan
Create run-of-show schedule
- Tip: put gifts later if some guests leave early.
Assign roles (setup, photos, games, gift recorder, cleanup)
- Why: prevents gaps during transitions.
Create shopping list for remaining items
Prepare playlist and test speaker setup
- Avoid: relying on venue Wi-Fi for streaming.
Plan directions, parking, and arrival instructions
2 weeks before the baby shower
Track RSVPs and follow up with non-responders
Finalize headcount
- Why: drives food, seating, and supplies.
Confirm rentals quantities and delivery/pickup
Confirm cake/dessert order details
- Check: verify spelling and pickup/delivery time.
Confirm favors and prizes quantities
Finalize games list and timing
Prepare name tags
Prepare printed materials (bingo, advice cards, raffle tickets)
Confirm gift recorder and gift list format
- Tip: track giver name + item for thank-yous.
Confirm any accessibility needs (seating, parking, food)
- Tip: reserve a comfortable chair for guest of honor.
1 week before the baby shower
Confirm delivery/arrival times for all vendors
- Avoid: overlapping deliveries without a point person.
Confirm payment method and tips plan
Buy non-perishable supplies
Buy beverages (as applicable)
Print signage and game sheets
Assemble favor bags (if applicable)
Wrap prizes
Prep gift recording sheets
Prep photo plan checklist (batteries, chargers, storage)
Clean hosting space (if at home)
Confirm weather plan (if outdoors)
1-2 days before the baby shower
Pick up rentals (if self pickup) or confirm delivery window
Set up tables and chairs
Set up decor base (backdrop, banners, balloon arch base)
Set up gift table and card box area
Set up guestbook/advice card station
Set up games/activities stations
Set up food and drink stations (layout only)
Prep make-ahead food (if DIY)
Chill drinks
Prepare a supply kit (tape, scissors, pens, wipes)
Day of the baby shower
Pick up or receive cake/dessert
Receive catering/food deliveries
Finish decorating
Set out tableware and serving utensils
Set up welcome area
Set up diaper raffle/book request
Set up gift recording station
Set up trash and recycling bags
Test music/speakers
Put out food and drinks
Welcome guests and manage arrivals
Run games/activities
Manage gift opening (if doing)
Serve dessert
Distribute favors
Pack leftovers
Clean up and restore space
Return rentals (if same day)
After the baby shower (1-7 days after)
Verify the gift list is complete
Send thank-you notes/messages
- Check: aim to send within 1-2 weeks.
Share photos with guests
- Check: Ask before posting publicly.
Return borrowed items
Return rentals (if not already)
Store, donate, or discard decor
Update registry (mark received items)
List remaining needed items for parents-to-be
Budget
Total assigned budget:
Venue:
Food (catered or DIY):
Cake / dessert:
Drinks + ice:
Decorations (balloons, banners, table decor):
Invitations (printing + postage):
Rentals (tables, chairs, linens, tent):
Games + supplies:
Prizes:
Favors:
Flowers:
Photographer:
Cleanup supplies:
Misc / buffer:
Final spent budget:
Download or Print this Baby Shower Checklist
Get a printable version of this checklist in your preferred format: PDF, Word, Excel, or print directly from your browser.
Details
This checklist is designed to help you plan a baby shower with minimal stress by organizing tasks into a sensible timeline, plus a budget block you can use to track spending in one place.
What this checklist covers
- Planning timeline: from early decisions to day-of setup and post-shower wrap-up
- Execution: assignments that prevent last-minute gaps (setup, photos, gift recording, cleanup)
- Budget tracking: a simple way to set a target and record real costs
When to host
Most showers are easiest when the guest of honor can still move comfortably and enjoy the event. If you have flexibility, pick a window that avoids major travel weeks, big holidays, and heavy work periods for your key helpers.
Hosting and cost-sharing
A shower runs smoother when responsibilities are clear. If multiple people are involved, treat it like a small project:
- One person owns the plan and keeps decisions moving
- Others own specific areas (food, decor, activities, photos, cleanup)
If the budget is tight, reduce complexity rather than trimming comfort. The most noticeable upgrades are usually enough seating, a comfortable temperature, and reliable food/drinks.
Choose a format that matches your group
Different formats change the workload in different ways:
- Co-ed: tends to need more seating and a slightly more substantial food setup
- Surprise: requires tighter coordination and fewer moving pieces
- Virtual/hybrid: needs a clear host role for tech, timing, and gift-handling expectations
Pick the format that reduces friction for your specific guests - fewer "special rules" usually means a calmer event.
Quick timeline cheat sheet
Use this as a planning compass (not a strict schedule):
- Early: confirm basics (who is hosting, what kind of shower, where, when)
- Middle: lock the big decisions (food plan, decor approach, activities)
- Late: finalize quantities and prep everything that is easy to forget (printables, supplies kit, signage)
- After: make it easy to send thank-yous by keeping gift info accurate
Simple run-of-show template
If you want a straightforward flow, keep transitions clean and avoid over-programming:
- Arrival + casual mingle
- Food and social time
- A small activity (optional)
- Gifts only if the group expects it (otherwise keep it brief or skip)
- Dessert + wrap-up
Tip: optimize for conversation. Most people remember the vibe, not the number of activities.
Budget guidance
Budgets usually swing based on guest count and food decisions. A practical approach:
- Set a target budget
- Keep a small buffer for last-minute needs
- Track real spending in the budget block so you do not lose control across many small purchases
Common mistakes to avoid
- Planning too many activities and creating awkward transitions
- Waiting too long to confirm headcount and ending up short on food/seating
- Spending heavily on decor while leaving comfort items under-planned
- Having no designated point person for arrivals, deliveries, and quick decisions
- Failing to capture gift info consistently (makes thank-yous painful)
Minimal vs. full shower
If you want to keep it simple, prioritize:
- Comfortable seating
- Food + drinks
- A clear gift/cards area
- One person responsible for flow
For a "full" shower, add:
- More decor structure (backdrop/balloons)
- A small activity and prizes
- More photo moments
The best version is the one that matches your guests and keeps the guest of honor relaxed.
Last reviewed on 05/02/2026
Who it's for
This Baby Shower Checklist is for anyone who wants a simple, practical way to get things done without missing steps.
- Avoid forgetting - keep all your Baby Shower essentials in one place (external memory)
- Save time - start from a proven Baby Shower structure instead of a blank page
- Stay on track - track progress, come back later, and keep momentum
- Coordinate with others - share the list and divide responsibilities
- Learn the process - follow the steps in a sensible order, even if it's your first time
How to use it
How to use this Baby Shower Checklist
- Save Baby Shower Checklist to your free Checklist account so your progress is saved and synced across devices.
- Customize it in the app: remove anything that does not apply, then add your own details for Baby Shower (dates, sizes, addresses, notes).
- If others are involved, invite them to collaborate and divide responsibilities.
- Work through the list: check items off as you go, and set reminders for time-sensitive steps.
Baby Shower Checklist Frequently Asked Questions
What is the order of events at a baby shower?
A simple flow that works for most groups:
- Arrival + mingle (15-30 min)
- Welcome + quick icebreaker (5-10 min)
- Games/activity (20-40 min) or skip entirely
- Food (30-45 min)
- Gifts (30-60 min) or display shower alternative
- Dessert + thank yous + favors (10-15 min)
Tip: put gifts later if people may leave early.
What should be included in a baby shower program?
If you want a printed "program" or run-of-show, keep it short:
- Start/end time
- Agenda blocks (mingle, games, food, gifts, dessert)
- Any special moments (welcome toast, advice cards, group photo)
- Instructions (where to place gifts/cards, diaper raffle, book instead of card)
- Host contact (for directions or last-minute questions)
What are the duties of a baby shower host?
The host's job is mainly logistics and flow:
- Plan: date, venue, guest list help, invitations + RSVPs
- Coordinate: food, decor, seating, rentals (if needed)
- Run the event: welcome guests, keep timing moving, start activities
- Assign helpers: photos, games, gift recorder, cleanup
- Wrap up: make sure gifts/cards go home, return rentals/borrowed items
Who pays for a baby shower?
Most commonly:
- Host(s) pay (often friends or family)
- Costs may be shared when there are co-hosts
- Guests bring gifts, not money to attend
If budget is tight, simplify: home venue, fewer decor items, and a potluck-style menu.
What do I need to buy to host a baby shower?
Only buy what you can't borrow or improvise:
- Tableware: plates, cups, napkins, cutlery
- Serving basics: trays, tongs, serving spoons (or disposables)
- Decor anchors: backdrop/balloons + tablecloth (optional)
- Supplies: tape, scissors, pens, wipes, trash bags
- Activity items: game printouts + prizes (optional)
Tip: skip bulk decor. Put budget into food and comfort first.
What do you get for a baby shower?
Most guests bring gifts based on the registry or practical staples:
- Registry items (highest usefulness)
- Diapers + wipes (varied sizes)
- Clothing (0-3 months and 3-6 months)
- Feeding/bath basics (bibs, burp cloths, towels)
If you are the host, consider a small "support" gift (meal delivery, gift card) instead of another baby item.
See more at our Baby Registry Checklist
How much money do I need for a baby shower?
It depends mainly on guest count and venue. A simple way to estimate:
- Food & drinks: biggest variable (often the largest line item)
- Venue: free at home vs paid venue
- Decor: can be minimal or a major spend
- Extras: rentals, cake, favors, prizes, photographer
Tip: set a target budget, then add a 10-15% buffer for last-minute purchases.
What is a "display shower" (and should you do it)?
A display shower means guests bring unwrapped gifts with a name tag.
- Why: saves time and reduces the long gift-opening segment
- Tip: set up a clear gift table and extra pens/name tags
- If: the guest of honor wants to open gifts privately later, this works well