How to Plan A Baby Shower: Everything You Need to Know & A Step-by-Step Checklist!

Traditionally, a best friend or family member (grandma, cousin, sister, sister-in-law, etc.) will be put in charge of organizing and planning a baby shower. The etiquette on this isn’t set in stone though, and sometimes close coworkers or a group of friends will take on the responsibility of baby shower planning instead.

A good rule of thumb is to host the baby shower six to eight weeks in advance, when mom is in her third trimester, has a great baby bump for photos, and is getting really excited to finally meet her baby! That said, there’s no hard and fast rule for baby shower timing, so we recommend coordinating with the mom-to-be on her preferences and due date.

When it comes to the budget, baby showers can range from very conservative to extremely lavish. On average, baby showers tend to cost about $500, though that total cost goes down when using a free venue like the home of a friend or family member and can go up if you’re hosting a shower at a restaurant or venue with an hourly fee.

Traditionally, the host of the baby shower will pick up the tab. That said, don’t feel like you’re in this alone! The extended friends and family members of the parents-to-be will likely be more than happy to pitch in to help stretch your budget or cover the cost of inviting a few extra guests.

The average baby shower size is about 20 guests — typically just the close female friends and family members of the mom-to-be. This number can go up if you’re hosting a co-ed baby shower (more on that in a moment) or if the parents-to-be have a large family. In addition to understanding who is on the parent’s must-invite list, keep your venue in mind when determining your overall headcount.

It is becoming more and more common that expecting parents host a co-ed shower where dad, as well as male friends and family members, attend the shower. It is also acceptable to have dad attend for part of the shower and then leave so mom can be the center of attention. As the host, be sure to discuss what your parents-to-be are most comfortable with!

Timing: 3 Months in Advance

Once it’s decided that you’ll be hosting the baby shower, set up a time to meet with the parents-to-be to get a sense of what is most important to them. In this meeting, you should confirm the baby’s due date, set a tentative date for the baby shower, determine if the father-to-be would like to attend (as well as if they’d like the shower to be co-ed), and get a guest list created.

Timing: 2 Months in Advance

During this meeting, make it clear to the guest(s) of honor that you’ll be handling all of the logistics and details of throwing the shower — all they need to do is sit back, relax…and create their registry! Traditionally, expecting parents fill their registry with necessities from diapers to cribs, but more and more families are opting to set up cash registries that can be used to help cover medical expenses or even kick-start the baby’s education fund. Minted makes it easy to create and customize a cash registry with everything from the baby’s name, photograph, and even a message to share with guests.

Whether they go with a traditional registry or are opting for a cash registry, ask the parents-to-be to share the details with you so you can include the registry information as a link or QR code directly on the shower invitation.

Timing: 3 Months in Advance

Once you have a rough idea of how many guests you’ll need to invite from your meeting with the parents-to-be, you can get a better idea of your budget. Whether you’re spending $100 or $1,000, this budget will be your guiding light as you make major planning decisions like venue, food and drinks, decor, and more.

Timing: 3 Months in Advance

Once you have a confirmed due date from the mom-to-be, you can work backward to set a date for the shower. Typically, baby showers are hosted early in the third trimester (6-8 weeks before the baby arrives), but you may want to consider hosting the shower earlier if mom will need to travel or has a higher-risk pregnancy.

Timing: 3 Months in Advance

Your date and your budget will be the two most important factors when it comes to selecting a venue for a baby shower. Some popular places to consider hosting the shower include…

• The home of a friend or family member. This is the most budget-friendly option, as you won’t need to pay a venue fee. That said, be prepared to rent or source extra tables, chairs, and serveware if you’re planning to host a large number of guests in a private home.
• Local Park or beach. Another budget-friendly option, local parks or beaches make for great baby shower venues in the spring, summer, or even early fall. Be sure to check the website of the city’s parks and recreation department to see if you need to apply for a permit to host a party and if it is possible to reserve the space in advance.
• Restaurant or cafe. If you’re working with a larger budget, or don’t have access to a large enough indoor space, a restaurant or cafe can be a great baby shower venue option. This is also a great venue if the parents-to-be are foodies, as catering will be built-in!
• Ballroom or large party venue. If you and the mom-to-be have visions of a grand, bigger-is-better baby shower, looking to traditional party venues like ballrooms or country clubs could be the best option. Know that these venues will likely be the most expensive, but will allow you the greatest flexibility to bring a Pinterest-worthy shower to life.

Timing: 2 Months in Advance

Now, the real fun begins! Sit down with the guest(s) of honor and figure out what kind of shower they want to have, and then use that information to decide on a theme. We have a full guide to types of baby showers and theme ideas for you to check out, but a few of our favorites include a jungle/safari theme, woodland theme, elephant theme, twinkle twinkle little star theme, and so much more!

Once you choose a theme, use that as the guiding light for everything from invitations and decor like signs to food, drinks, and games. Then consider what sort of games might compliment the theme and what supplies will be necessary to pull all of it off.

Timing: 2 Months in Advance

By this point, you should have the date, time, location, and theme of the baby shower locked in. That means you’re ready to order invitations! Once you’ve selected the perfect invitation design, be sure to personalize them with party specifics.

Key information to include in your baby shower invitations includes the name of the mother-to-be or the couple (and the name of the baby if they’ve decided to share it), the date and time of the shower, the location of the shower, a baby registry link, and when to RSVP. Finalize your invite list and start to collect mailing addresses from friends, coworkers, and family members. Consider downloading Minted’s app to collect addresses easily and seamlessly print them on your envelopes for free.

Timing: 6 Weeks in Advance

With your budget, guest list, and venue decided, you can start planning the food and drinks you’d like to have at the shower. Because most showers are hosted in the late morning/early afternoon, consider having brunch food on hand such as a bagel bar, sandwiches, coffee, and juices. If you’re operating on a smaller budget (and are hosting a smaller number of guests), consider making the food yourself – or recruiting a few key helpers to pitch in and help. If you have more budget to play with, or are hosting more than 20 people, booking a caterer to provide food for you is a good idea.

Timing: 6 Weeks in Advance

By now you’ve received your custom Minted baby shower invitations in the mail. Put all of your invites in the mail right away so guests have enough time to get back to you. Make sure you have a system ready to record RSVP responses so you’ll have an accurate running guest list count.

Timing: 6 Weeks in Advance

In addition to booking a caterer, decide if you have the budget and would like to book any additional vendors for the shower. The most common additional vendor booked for baby showers is party rentals for essentials like extra tables, chairs, linens, and cutlery — so be sure to double-check with your venue to confirm what they have on hand and what you’ll need to source. Other vendors could include a florist to create beautiful centerpieces, fun decor like a balloon arch, a photographer, or even memorable experiences like a poet creating custom poems for guests.

Timing: 1 Month in Advance

Now is the time to review the items that will need to be purchased for the party. Based on the theme of your party, make a list of the decor you’ll need (balloon arch, bouquets of flowers, you name it). Depending on what menu you’ve decided on, make a list of food and drink items as well. Also consider all of the decorative plates, cups, napkins, and cupcake toppers you may need.

A crucial part of baby shower planning is the games, so make sure you have a list of everything you need to pull the games off without a hitch (including prizes for the winners). Finally, if you’re planning to distribute shower favors, include a list of items you’ll need in order to create your DIY favors.

Timing: 2 Weeks in Advance

By now you should have heard back from most of your guests. Check in with anyone you haven’t heard back from and answer any unresolved questions guests may have. You should have a pretty good idea of what attendance will look like at this time, so it is safe to say you can go shopping for the items you need for the shower.

Timing: 2 Weeks in Advance

Check in with all of your vendors to confirm that they have all of the information they need for the day of the shower and answer any last-minute questions they may have about when to arrive, the menu, and more.

Timing: Week of the Baby Shower

You’ve spent months planning, and now it is time to get everything as organized as possible for the day of the shower! In addition to creating a schedule for how the party will unfold (an example of which is below), be sure to create a timeline for party set-up and tear-down. It is also a good idea to rope in a few helpers at this stage and ask them to arrive at the venue early with you to help manage vendors, decorate the space, and prep any food or drink that you will be providing yourself.

Most baby showers last anywhere from 2 to 3 hours and tend to follow a predictable rhythm. Here’s what to consider including when creating your day of schedule:

• Welcome/Introductions: 15 minutes
• Game: 15 minutes
• Food/drinks/socializing: 30 minutes
• Game: 20 minutes
• Open presents: 25 minutes
• Closing/Pictures: 15 minutes

We recommend talking through the planned agenda with the mom-to-be or the couple so they have a good understanding of the progression of the party before guests start to arrive. This will also help you identify if any last-minute items still need to be purchased!

Timing: Week of the Shower

Head to the store with your shopping list of decor, snacks, drinks, and prizes that need to be purchased for the event. Plan to purchase slightly more food and drinks than you anticipate you need in case a few guests show up who didn’t RSVP or people are hungrier than you expect.

Timing: Day Before/Morning of the Baby Shower

If there is any food or drink you can prepare the day before (or the days leading up to the shower), be sure to do so, as it will save you stress and time on the day! Give yourself a few hours on the morning of the shower to prepare for anything that can’t be prepared in advance, pick up catering, and set up any buffet-style items like mimosa and bagel bars.

Timing: Day of the Baby Shower

Arrive at the venue early to help create the party atmosphere. Get to work setting up signage outside, blowing up balloons, setting up the food/dessert table, and arranging seating. If the mom-to-be is already there, make sure she doesn’t lift a finger and is comfortable while you set the stage for the events to come.

Timing: Day of the Baby Shower

During the baby shower, one of your jobs as a host is to act as M.C. of the party to greet guests and facilitate the timing and flow of activities. You can ask another friend or family member to help make sure guests feel welcome and introduce them to others they may not know. It’s important guests know where to leave their present, where they can get a drink, and when games will start.

Timing: Day of the Baby Shower

Playing games is a big part of any baby shower, and it is the host’s job to explain how each game works and to act as the judge/referee to ensure there are clear winners. You will pass out paper and pencils if needed, keep a scoreboard, play music, and do all the fun things that come along with a healthy, friendly competition.

Timing: Day of the Baby Shower

The parents-to-be are going to want plenty of photos to look back on once the baby is here, so be sure to document everything! A fun idea is to distribute a few disposable cameras and ask guests to take photos during the shower. We also recommend designating one friend to go around and take photos frequently throughout the event.

When it comes time to unwrap gifts, the mother-to-be will be focused on selecting gifts, unwrapping presents, and engaging with the guests. Designate a guest to serve as a notetaker to write down who gifted each gift, so the mom or couple can later have an easy time composing thank you cards.

Timing: Week After the Baby Shower

While not the responsibility of the host (but rather the parents-to-be), it is best practice to send thank you notes to every guest who brought a gift. Make sure you provide the couple with the notes on who gifted what within a day or two of the party concluding so they have all the information they need. You can also provide the guest(s) of honor with a list of all the guest addresses (which you have from sending the invites out). Minted has a suite of baby shower thank you cards that will help show guests your gratitude.