How To Plan A Baby Shower
As a mom of five who's planned many a baby shower, I've learned a thing or two about creating memorable celebrations. According to recent surveys, the average baby shower now costs between $300-$1000 depending on the size and location—and some can cost much more than that. But don't worry! Whether you're working with a generous budget or planning a cozy intimate gathering, I'll share all my tried-and-true tips for creating an amazing celebration that the mom-to-be will cherish forever.
In this article, I share everything you need to know about how to plan a baby shower. This article will help you for baby girl showers, baby boy showers, baby showers in the spring, summer, fall, or winter, or literally any type of baby shower you’re considering.
And of course, at the end of this article you can get our Free Baby Shower Planning Checklist. It’s yours to use and print forever.
Let’s jump right in.
How To Plan A Baby Shower: STep BY STep GUide
When to Start Planning a Baby Shower
I'll never forget planning my first baby shower - I started way too late and learned the hard way that timing is everything. Here's what I've learned about getting the timing right:
Baby SHower Planning Timeline
3-4 Months Before:
Choose the date (run a few options by the mom-to-be)
Book the venue
Start brainstorming theme ideas
Create preliminary guest list
Create the baby registry so it can be included on the invitations - I recommend Babylist
2-3 Months Before:
Send out invitations
Start planning the menu
Begin pricing out decorations
Create budget spreadsheet
1-2 Months Before:
Follow up on RSVPs
Finalize the menu
Order decorations
Plan games and activities
Coordinate with vendors
2-4 Weeks Before:
Confirm all orders and bookings
Create day-of timeline and checklist
Buy remaining supplies
Make prep lists for food
Assign helper tasks
Key Timing Tips:
The ideal window for hosting is between 28-32 weeks of pregnancy
Build in at least 30 minutes of buffer time for setup, or more depending on the size and complexity of your shower and decorations
Always have a backup date or plan if planning outdoor events
Consider morning or early afternoon timing when the mom-to-be's energy is highest
Choosing the Perfect Baby Shower Venue
After hosting several baby showers in my own home and planning many others in various locations, I've learned what makes a venue work. Here's my honest breakdown:
Venue Types and Considerations:
Restaurants/Cafés ($$ - $$$):
Best for: 15-25 people
Pros: No cleanup, professional service
Cons: Can be pricey, less flexible timing, sometimes come with room fees or minimum spend
Tip: Always ask about minimum spend requirements and how early you can get access to the space before the shower starts
Private Homes ($ - $$):
Best for: Intimate gatherings
Pros: Comfortable, flexible, budget-friendly, cozy and intimate feel
Cons: More preparation and cleanup by the hosts, space limitations
Tip: Consider bathroom accessibility and seating
Community Centers/Church Halls ($ - $$):
Best for: Larger groups
Pros: Affordable, plenty of parking, typically have great bathroom access
Cons: May need more decorating
Tip: Book early for weekend dates
Outdoor Venues ($$ - $$$):
Best for: Spring/summer showers
Pros: Natural beauty, great photos
Cons: Weather dependent
Tip: Always have a backup plan for weather (alternative date, alternative venue, or a tent)
Essential Venue Questions:
What's included in the rental fee?
Are there time restrictions?
Can we bring our own food/decorations?
Is there a dedicated coordinator?
What's the cancellation policy?
Are there noise restrictions?
Is parking adequate?
Where can we set up food and gifts?
Setting a Realistic Baby SHower Budget
Amazing celebrations are possible at any price point. Here are some guidelines to help you plan your baby shower budget.
Sample Budget Breakdown:
Venue: 30% of total budget
Food and beverages: 25%
Decorations: 15%
Games and activities: 10%
Favors: 10%
Miscellaneous/buffer: 10%
Money-Saving Tips:
Choose off-peak days and times
DIY decorations and favors
Accept help when others offer to contribute
Use digital invitations
Borrow items from friends and family
Creating the Baby SHower Guest List and Sending Invitations
Guest List Management:
Start with immediate family
Add close friends
Consider workplace colleagues
Include any special family traditions
Remember partners (if it's a co-ed shower)
Invitation Essentials:
Send 6-8 weeks before the event
Include registry information
Request dietary restrictions
Provide clear RSVP instructions
Include address of event and add any parking/direction details if needed
Baby Shower Themes, Decorations, and Invitations
A well-chosen theme sets the tone for the entire celebration. Let me share what really works!
Popular Baby Shower Theme Categories for 2025:
Seasonal Themes:
Check out spring baby shower theme ideas here.
Check out summer baby shower theme ideas here.
Check out fall baby shower theme ideas here.
Check out winter baby shower theme ideas here.
Traditional Themes:
Twinkle Twinkle Little Star
Sweet as Can Bee
Once Upon a Time
Woodland Creatures
Modern Themes:
Modern Safari
Celestial Dreams
Geometric Pastels
Decoration Essentials:
Backdrop Setup ($30-80):
Photo wall or arch
Banner or signage
Fairy lights or garland
Balloon clusters
Table Decorations ($40-100):
Centerpieces (3-5 depending on guest count)
Table runners or cloths
Place settings
Food table decorations
Gift table setup
Must-Have Decorative Elements:
Welcome sign ($15-30)
Mom-to-be chair decorations ($20-40)
Cake table backdrop ($25-50)
Activity station decorations ($30-60)
Favor table display ($25-45)
Money-Saving Decoration Tips:
Borrow items from friends (I've saved hundreds doing this!)
Shop dollar stores for basics like tablecloths
Buy multi-purpose items that mom can use in nursery
Create DIY centerpieces (usually at least 50% cheaper)
Use artificial flowers that can be resold or reused
Baby Shower Invitation Guide:
Digital Invitations ($0-30):
Canva (free - $12.99)
Paperless Post ($20-30 for 40-60 guests)
Evite (free - $25)
Custom email design ($15-30)
Traditional Paper Invitations ($50-200):
Basic printed sets ($1-3 per invite)
Custom designed ($3-5 per invite)
Handmade specialty ($5-10 per invite)
Full invitation suites ($8-15 per set)
Essential Invitation Information:
Date, time, and location
RSVP details and deadline
Registry information
Dress code (if themed)
Special instructions (dietary restrictions, book requests, etc.)
Rain date for outdoor events
Virtual attendance options if applicable
Theme Coordination Tips:
Color Palette Selection:
Choose 2-3 main colors
Add 1-2 accent colors
Consider season and venue
Match mom's preferences
Think about photo aesthetics
Food and Theme Integration:
Themed drink names
Coordinated serving pieces
Food label designs
Cake decoration
Themed snack presentations
Activity Integration:
Themed game cards
Matching prize wrapping
Activity station designs
Photo booth props
Guest book design
Theme Implementation Checklist:
2-3 Months Before:
Select theme and color palette
Order invitations
Start collecting theme elements
Book any specialty rentals
1 Month Before:
Order fresh flowers (if using)
Purchase remaining decorations
Plan layout and setup
Create playlist
Week Of:
Test all battery-operated items
Iron linens
Prep DIY elements
Pack supplies by station
Remember: The key to successful themed decor is cohesion without going overboard. I've found that focusing on 3-4 key areas (like the photo backdrop, food table, mom's chair, and entrance) creates the biggest impact while keeping costs manageable.
Planning the Baby Shower Menu and Refreshments
Food planning can make or break your event, so it’s great that you’re giving some thought to this ahead of time. Here's my tried-and-true approach to baby shower catering:
Menu Planning Basics:
Calculate 6-8 bites per person for appetizers
Plan 1.5 servings per person for main dishes
Account for 1.5 dessert portions per guest
Include variety of dietary options
Consider time of day when planning the menu
Popular Food Stations:
For Brunch Showers (10am-1pm):
Bagel bar with toppings ($3-4 per person)
Fresh fruit platter ($2-3 per person)
Mini quiches ($2-3 per person)
Pastry assortment ($3-4 per person)
Coffee and tea station ($2 per person)
Here are some other great baby shower brunch menu ideas.
For Afternoon Showers (2pm-5pm):
Sandwich platters ($4-5 per person)
Vegetable crudités ($2-3 per person)
Cheese and crackers ($3-4 per person)
Dessert table ($4-5 per person)
Sparkling mocktails ($2-3 per person)
Here are some other great baby shower lunch menu ideas.
Food Safety Tips:
Keep hot foods hot (above 140°F) and cold foods cold (below 40°F) - take a look at this Food Safety Chart for specific guidance
Label all foods with ingredients
Provide separate serving utensils for each dish
Consider pregnancy-safe options
Consider allergens to accommodate guests with food allergies
Beverage Station Essentials:
Water (plain and fruit-infused)
Non-alcoholic punch or mocktails
Coffee and tea selection
Assorted sodas
Ice and cups
Baby Shower Games and Activities
Finding the right balance of entertainment is crucial. Here are my favorite crowd-pleasers from the many showers I've attended and hosted:
Classic Games That Work:
Baby item scavenger hunt
Who knows mommy best?
Baby care relay race
Guess the baby food
Design-a-onesie station
Modern Alternatives:
Pregnancy advice cards
Baby playlist creation
Time capsule messages
Photo booth with props
Virtual games for remote guests
Activity Timeline:
First Hour:
Arrival and mingling
Food and refreshments
Casual conversation
Second Hour:
2-3 organized games
Prize distribution
Group photos
Final Hour:
Gift opening
Dessert service
Thank yous and goodbyes
Prize Ideas ($5-15 each):
Scented candles
Bath products
Gift cards
Gourmet chocolates
Small potted plants
Managing the Baby Shower Gift Opening Session
One thing to decide on ahead of time is whether gifts will be opened at the shower. These days, not all baby showers include the mom-t0-be opening gifts in front of everyone, which can leave more time for you to mingle with guests and for activities. If you decide to open gifts during the shower, here are some tips.
Before Opening:
Designate a gift recorder
Set up comfortable seating
Prepare garbage bags for wrap
Have scissors and box opener ready
Position gifts within easy reach
During Opening:
Keep a steady pace (2-3 minutes per gift)
Thank each giver personally
Show special items to the group
Take photos of special moments
Have water readily available
Gift Recording Tips:
Use a pre-made spreadsheet
Note gift and giver details
Record gift receipt location
Note exchanges needed
Day-of Baby Shower Coordination Tips
Setup Timeline:
While not possible for all venues, it’s best to start setup as early as two hours before the start of the shower to ensure plenty of time and to allow time for any last-minute adjustments.
2 Hours Before:
Set up tables and chairs
Arrange decorations
Prepare activity stations
Set up gift area
1 Hour Before:
Set up food stations
Final decor touches
Test music/equipment
Prepare beverage station
15-30 Minutes Before:
Ice drinks
Light candles
Final temperature check
Bathroom check
Emergency Kit Contents:
You always want to have an emergency kit for any unexpected issues!
Must-Haves:
Safety pins
Tape (clear and double-sided)
Scissors
Phone charger
Mini First aid kit
Comfort Items:
Stain remover
Extra napkins
Pain relievers
Antacids
Tech Necessities:
Batteries
Extension cord
Power strip
Bluetooth speaker
Backup phone charger
Frequently Asked Questions
Q: How much food should I prepare per person?
A: Plan for 6-8 appetizer bites, one main dish serving, and 1.5 dessert portions per person.
Q: What if someone can't attend but wants to send a gift?
A: Provide them with the mom-to-be's address—many baby registries handle this for you—or set up a virtual gift-opening session.
Q: How do I handle dietary restrictions?
A: Include this question on the invitation and label all foods clearly with ingredients.
Q: What's the best way to handle gift opening?
A: Keep it moving at a steady pace, about 2-3 minutes per gift, and have someone record the gifts.
Q: Should we serve alcohol?
A: This is a personal choice - if serving, ensure there are plenty of non-alcoholic options available.
Q: How do I include virtual guests?
A: Set up a dedicated device for virtual attendees and assign someone to manage the technical aspects of this
Q: What's the best time of day for a shower?
A: Mid-morning (10am) or early afternoon (2pm) tend to work best for most guests.
Q: How can I keep guests entertained during gift opening?
A: Consider serving dessert during this time or playing soft background music.
Get Your Free Printable Baby Shower Planning Checklist.
Simply fill out the form below, and it will be sent straight to your email inbox.
Conclusion: How to Plan A Baby Shower
The perfect baby shower isn't about having the biggest budget or the most elaborate decorations. It's about creating a warm, loving environment to celebrate this special time in the mom-to-be's life.
Remember these key points:
Start planning early
Accept help when offered
Focus on the mom-to-be's comfort and enjoyment
Keep activities flowing smoothly
Document special moments with plenty of photos or video
Whether you're planning an intimate gathering or a larger celebration, focus on making the guest of honor comfortable and creating moments she'll treasure forever. Don't forget to take lots of pictures - these memories will be cherished for years to come!
This post may have affiliate links, which means I may receive commissions if you choose to purchase through links I provide (at no extra cost to you). As an Amazon Associate, I earn from qualifying purchases. Read more about these links in my disclosure policy.