Planning a baby shower is a special way to celebrate and support expectant parents as they prepare to welcome their little one. A well-organised baby shower creates lasting memories for everyone involved, but it requires careful planning to ensure everything runs smoothly.
For first-time planners, the process can feel overwhelming without proper guidance. That’s why we’ve created this detailed baby shower planning checklist to help you navigate every step, from choosing a date and theme to sending invitations and organising decorations.
If you’re wondering how to plan a baby shower, this guide simplifies the process into easy, actionable steps.
1. Set A Budget
Setting a budget is the foundation of successful baby shower planning. Without a clear budget, it’s easy to overspend on unnecessary extras, which can add stress to an otherwise joyous occasion.
Start by deciding on a total amount you’re willing to spend, considering your financial situation and the expectations of the parent(s)-to-be. Once you have a figure, divide it into categories such as venue, food, decorations, entertainment, and party favours.
For example, allocate a larger portion to venue and food, as these typically consume the most funds, while keeping smaller amounts for items like decorations and games.
Don’t forget to include a buffer for unexpected expenses, such as last-minute RSVPs or additional supplies. For instance, you may need extra chairs, more food, or a replacement for faulty equipment.
Having this contingency in place ensures you’re prepared for surprises without breaking the bank. By staying organised and tracking your expenses, you’ll create a memorable event without financial strain.
2. Choose A Date And Time
Choosing the right date and time is crucial for ensuring a smooth and enjoyable baby shower. It’s generally best to plan the event during the third trimester of pregnancy, around the 7th or 8th month.
By this time, the parent(s)-to-be are likely feeling excited about the baby’s arrival but still comfortable enough to enjoy a celebration.
When selecting a date, consider the availability of key guests, such as close family members and friends. Sending out a poll or consulting with the expectant parent(s) can help identify a date that works for most attendees. If you have out-of-town guests, ensure the timing gives them enough notice to make travel arrangements.
The time of day you choose should align with the planned activities. For example, a morning or early afternoon shower might suit a casual brunch with games, while an evening event could lend itself to a more elegant dinner party.
By tailoring the timing to the style of the event, you’ll create a comfortable atmosphere for guests and ensure everyone enjoys themselves.
3. Select A Venue
The choice of venue can set the tone for the entire baby shower, so it’s important to consider your options carefully. Hosting at home is a cost-effective choice, offering a familiar and personal setting. However, it requires significant preparation and clean-up.
Renting a space, such as a community hall or dedicated event venue, provides more room and professional amenities but comes at a higher cost. For a unique touch, consider an outdoor location like a park or garden, which works beautifully in pleasant weather and allows for creative decorations.
Key factors to consider include the number of guests, accessibility, and the parent(s)-to-be’s preferences. A large guest list may require a spacious venue, while a smaller group could feel more comfortable in a cosy, intimate setting.
Convenience is also essential—choose a location that’s easy for most guests to reach and provides adequate parking or public transport options. For outdoor events, have a backup plan in case of unexpected weather changes.
If renting a venue, book it well in advance to secure your preferred date and time. Popular locations often fill up quickly, especially during peak seasons.
Early bookings also give you ample time to plan the layout and ensure the venue meets all your needs. By carefully selecting and securing your venue, you’ll create the perfect backdrop for a memorable celebration.
4. Create A Guest List
Creating a guest list is one of the most important steps in planning a baby shower, as it ensures the right people are included in the celebration. Begin by working closely with the parent(s)-to-be to identify their preferences for the guest list.
Do they want a small, intimate gathering of close family and friends, or a larger celebration with extended family and colleagues? This initial discussion sets the tone for the event and ensures that their wishes are prioritised.
It’s also crucial to keep the guest list manageable based on the chosen venue. For example, if the event is held in a home or a small rented space, overcrowding can make the atmosphere uncomfortable.
On the other hand, a larger venue may allow for a more extensive list without sacrificing comfort. Factor in the space needed for seating, activities, and mingling to create a pleasant environment for everyone.
Before finalising the list, double-check with the parent(s)-to-be to ensure no one important has been overlooked. This is especially vital if multiple people are contributing to the guest list, as it can lead to accidental omissions.
Creating a shared document or spreadsheet can help everyone stay organised and provide a clear overview of the confirmed attendees.
5. Send Invitations
Sending invitations early is key to ensuring that guests have enough time to plan and attend the baby shower.
Aim to send out invitations at least 4–6 weeks before the event to accommodate busy schedules, especially if you have out-of-town guests who may need to arrange travel. Early invitations also give you a clear window to track RSVPs and make necessary adjustments to the event plan.
Each invitation should include all essential details to help guests prepare. Clearly state the date, time, and location of the event, along with any specific instructions, such as a dress code or parking details.
Don’t forget to include RSVP information with a deadline for responses, which can be handled via email, phone, or an online RSVP service. If the parent(s)-to-be have a gift registry, including a link to it in the invitation ensures guests know exactly what is needed.
For convenience, digital invitations are a modern, eco-friendly option that works well for most gatherings. Platforms like Evite or Paperless Post allow you to create attractive, custom designs and track RSVPs in real-time.
You can also use messaging apps or email for informal invites, which are ideal for smaller, close-knit groups. Whichever method you choose, make sure the invitation reflects the theme and tone of the baby shower to set the right expectations for your guests.
6. Choose A Theme
Choosing a theme is a fantastic way to tie all elements of the baby shower together, creating a cohesive and memorable experience for everyone. The theme should reflect the personality, preferences, or interests of the parent(s)-to-be.
For instance, if they love books, a “Storybook” theme could feature literary-inspired decorations, invitations, and even snacks. Themes make it easier to plan the decor, activities, and even the menu, ensuring a well-coordinated and visually appealing celebration.
Popular themes like “Animal Safari” or “Twinkle, Twinkle Little Star” are versatile and offer plenty of creative opportunities. An “Animal Safari” theme, for example, can include jungle-themed invitations, animal-shaped cookies, and leafy decorations.
Meanwhile, a celestial “Twinkle, Twinkle Little Star” theme might feature glittering star-shaped decor, a soft gold and silver colour palette, and sparkling beverages.
If the parent(s)-to-be have shared the baby’s gender, you could consider themes like “Pretty in Pink” or “Little Gentleman.” Alternatively, gender-neutral themes like “Under the Sea” or “Woodland Creatures” are equally delightful.
Once the theme is chosen, incorporate it into every aspect of the event. Use themed designs for invitations to set the tone right from the start. Carry the theme through to decorations, such as table centrepieces, banners, and photo backdrops.
You can even include themed activities or games, like a quiz related to the theme or crafting sessions that reflect it. A well-executed theme brings personality and flair to the event, making it unforgettable.
7. Plan The Menu
The menu is an essential part of any baby shower, as it keeps guests energised and enhances their overall experience. Start by considering the time of day and the preferences of your guests.
For a morning or brunch-time event, a menu featuring fresh fruit, pastries, and light beverages like tea or mimosas is ideal. Afternoon or evening showers might call for a mix of appetisers, main dishes, and desserts. If the parent(s)-to-be have favourite foods, incorporate those into the menu for a personal touch.
To make the food even more special, align it with the theme of the baby shower. For example, a “Storybook” theme could feature cupcakes with edible book toppers or cookies shaped like nursery characters.
An “Animal Safari” menu might include banana and coconut smoothies, animal-shaped sandwiches, and leafy salads.
For a “Twinkle, Twinkle Little Star” theme, serve star-shaped cookies, glitter-dusted cake pops, and sparkling water or mocktails. Small details like these elevate the menu and make the event even more memorable.
Don’t forget to accommodate dietary restrictions to ensure all guests feel welcome and included. Reach out to invitees in advance to ask about allergies or dietary preferences, and provide options like vegetarian, gluten-free, or dairy-free dishes.
Labelling food items can also be helpful, especially for larger gatherings. By thoughtfully planning a diverse and delicious menu, you’ll create a baby shower that’s enjoyable for everyone.
8. Organise Decorations
Decorations play a key role in creating a welcoming and festive atmosphere for a baby shower. They not only enhance the ambiance but also bring the chosen theme to life. For example, an “Animal Safari” theme could feature lush greenery, animal figurines, and colourful jungle-print tablecloths.
A “Twinkle, Twinkle Little Star” theme might include glittering fairy lights, gold and silver balloons, and star-shaped wall hangings. Thoughtfully selected decorations make the event visually appealing and memorable for both the parent(s)-to-be and the guests.
If you’re working with a tight budget, DIY decorations are a great way to save costs while adding a personal touch. For instance, you can craft paper garlands, balloon arches, or hand-painted signs using simple materials from craft stores.
Mason jars can be turned into elegant vases, while leftover fabric can be repurposed into table runners. Another idea is to create a personalised banner with the baby’s name or a heartfelt message. These small efforts go a long way in making the event unique and charming.
When decorating, focus on key areas that guests will naturally gravitate toward. The gift table can be adorned with themed decorations and a card box to create a cohesive look. The dining area should be visually appealing, with centrepieces, themed tableware, and napkins that complement the theme.
Finally, a photo backdrop is a must-have for capturing memories; it could include props, banners, or a floral arch to encourage guests to take pictures and share in the joy of the celebration.
9. Plan Activities And Games
Activities and games are essential for keeping guests entertained and ensuring the baby shower is a lively and interactive experience. Classic baby shower games like “Guess the Baby Food,” where participants sample and identify baby food flavours, are always a hit.
Another popular choice is “Baby Bingo,” where guests mark off baby-related words on their cards as they hear them mentioned during the event. These games spark laughter and friendly competition, making them perfect icebreakers.
Interactive activities are another wonderful way to engage guests and create lasting memories for the parent(s)-to-be. One idea is to set up a memory book station where guests can write messages, share parenting advice, or leave well wishes.
Alternatively, a “Decorate a Onesie” station allows guests to unleash their creativity by designing personalised outfits for the baby. These activities not only entertain but also leave the expectant parent(s) with sentimental keepsakes.
To encourage participation, consider offering small prizes for game winners. These can be simple yet thoughtful items, such as scented candles, potted plants, or gift cards. Prizes add an extra layer of excitement and motivate guests to join in the fun.
By planning a mix of games and activities, you’ll ensure the baby shower is an enjoyable and memorable event for everyone.
10. Arrange Seating
Ensuring there is enough comfortable seating for all guests is a key aspect of planning a successful baby shower. The type and quantity of seating will depend on your chosen venue and guest list size. For a casual home setting, you can use a mix of chairs, sofas, and cushions to create a relaxed environment.
If hosting at a larger venue, renting chairs and tables may be necessary to accommodate everyone. Always plan for a few extra seats to ensure no one is left standing, especially if last-minute attendees arrive.
Arranging the seating in a thoughtful way can encourage socialising and make the event more enjoyable. For example, grouping chairs in small circles or around tables allows guests to chat easily while keeping the atmosphere intimate.
If games or activities are planned, position seating to ensure everyone has a clear view and can participate comfortably. Creating distinct zones—such as a dining area, a gift-opening section, and a casual lounge—helps guests move freely and mingle throughout the event.
Accessibility is another important consideration, particularly for elderly or pregnant attendees. Ensure that chairs with sturdy backs and armrests are available for those who may need extra support.
Avoid placing seating in areas that require navigating stairs or uneven surfaces, as this could pose a challenge. By prioritising comfort and accessibility, you’ll create a welcoming and inclusive environment where all guests can relax and enjoy the celebration.
11. Prepare A Gift Registry
Creating a gift registry is an essential part of baby shower planning, as it helps guide guests in choosing presents that are both thoughtful and practical. A registry ensures the parent(s)-to-be receive items they genuinely need, reducing the risk of duplicate or unnecessary gifts.
It also simplifies the process for guests by providing them with clear options, eliminating any guesswork or uncertainty. Including a variety of price points in the registry ensures that everyone can find a gift within their budget, making it easier for them to participate.
When building a registry, aim for a mix of essentials and personal items. Essentials like nappies, bottles, and baby wipes are always useful and appreciated, as they will be needed regularly.
Personalised items such as baby clothes, toys, or nursery decor add a special touch and allow guests to contribute to creating a warm, welcoming environment for the baby. Including larger items, like a pram or crib, provides an opportunity for group gifting if multiple guests wish to contribute together.
Choosing a user-friendly platform for your registry is key to making the process seamless. Look for platforms that allow guests to purchase items online or in-store, depending on their preference. Many popular retailers offer registries that are easy to set up and share via invitation links.
Some platforms even include features like gift tracking, which helps the parent(s)-to-be keep track of who gave what. By putting thought and care into creating the registry, you’ll ensure a stress-free experience for both the guests and the honorees.
12. Organise Party Favours
Party favours are a lovely way to thank guests for attending the baby shower and celebrating this special occasion. These small tokens of appreciation show gratitude for their time and gifts while giving them a memento of the event.
While favours don’t need to be extravagant, they should feel meaningful and tie into the overall theme of the celebration. Providing a little something for your guests adds a thoughtful finishing touch to the event.
Affordable and creative favour ideas can include candles, potted plants, or mini soaps wrapped in elegant packaging. Edible favours, like personalised cookies, chocolate truffles, or jars of honey, are also popular and appreciated by attendees.
For a themed baby shower, you could offer keepsakes such as keychains, magnets, or bookmarks that match the event’s decor and style. Choosing practical or reusable items ensures that your favours will be cherished rather than discarded.
Adding a personal touch makes favours even more special. For example, you can include the baby’s name or initials, the date of the shower, or a short thank-you note on the packaging. If you’re hosting a “Storybook” themed shower, consider bookmarks shaped like baby items.
For an “Animal Safari” theme, small animal figurines or plantable seed packets could work beautifully. Personalising favours not only aligns them with the event but also makes your guests feel valued and appreciated.
13. Coordinate Music And Entertainment
Music is a powerful way to set the tone for a baby shower, making the atmosphere lively, welcoming, and enjoyable for everyone. The right selection of music can help guests relax, spark conversations, and keep the event flowing seamlessly.
Whether it’s soft background tunes during brunch or upbeat tracks for games and activities, music enhances the overall experience and creates a festive mood.
Creating a playlist tailored to the theme of the shower is a simple and effective way to ensure the music fits the occasion. For instance, a “Storybook” theme could include whimsical tunes from classic children’s movies, while an “Animal Safari” shower might feature playful tracks with tropical beats.
Mix in a variety of songs to cater to different tastes, balancing lively tunes with mellow background music for quieter moments. Streaming platforms like Spotify offer pre-made playlists or the ability to create your own customised selection.
For those who want to go the extra mile, live entertainment can add a special touch. Hiring a musician, such as a guitarist or pianist, can bring an elegant and personalised vibe to the event.
Alternatively, you could arrange for a fun performance, like a children’s entertainer or a caricature artist, to engage guests and provide a memorable experience. Whether it’s a solo performer or interactive entertainment, these elements make the event stand out and leave a lasting impression.
14. Plan For Photography
Capturing the moments of a baby shower is essential for preserving the joy and memories of the day. Photos allow the parent(s)-to-be to look back on the celebration and relive the excitement of welcoming their little one. Guests will also appreciate having pictures to remember the special occasion.
Photography is more than just documentation; it’s a way to immortalise the love and happiness shared during the event.
Hiring a professional photographer is an excellent option for ensuring high-quality photos. Professionals can capture candid moments, group shots, and the details of the decorations and activities.
If a photographer isn’t in the budget, assigning a tech-savvy guest with a good camera or smartphone to take pictures is a great alternative. Provide them with a list of must-capture moments, such as the gift-opening segment, group photos, and close-ups of the decor.
Creating a dedicated photo area with props and a themed backdrop is another way to make photography fun and engaging for guests. Include props that tie into the theme, such as animal masks for an “Animal Safari” shower or star-shaped cutouts for a “Twinkle, Twinkle Little Star” theme.
A simple backdrop can be made using balloons, streamers, or fabric that matches the colour scheme. Guests will love taking pictures here, and it adds an extra layer of enjoyment to the celebration.
15. Set Up A Gift Table
A dedicated gift table is a must-have at any baby shower to organise and display the thoughtful presents guests bring. This designated area not only keeps gifts neatly arranged but also adds to the overall decor of the event.
Position the table in a prominent yet accessible spot where guests can easily drop off their gifts upon arrival. This helps maintain order and ensures the parent(s)-to-be can enjoy the moment without worrying about misplaced presents.
Decorating the gift table to match the shower’s theme is a lovely way to integrate it into the event’s aesthetic. Start with a themed or colourful tablecloth to create a polished base. Add decorations like banners, balloons, or floral arrangements that tie in with the overall decor.
For a “Storybook” theme, you might use stacks of books as centrepieces or scatter nursery rhyme figurines across the table. For an “Animal Safari” theme, greenery, faux vines, and small animal toys can make the display both fun and cohesive.
Including a guest book or a dedicated gift list near the table is a thoughtful addition. Guests can write messages, sign their names, or jot down advice for the parent(s)-to-be.
If you prefer, provide a small notebook or printed gift tracker to record who brought each item, which will make writing thank-you notes much easier later. By setting up an attractive and organised gift table, you’ll ensure this part of the shower runs smoothly and adds to the celebration’s charm.
16. Prepare A Timeline
Having a clear timeline is essential to ensure the baby shower flows smoothly from start to finish. Without a schedule, events can feel disorganised, and important moments may be rushed or overlooked.
A well-thought-out timeline allows you to balance activities, create a relaxed atmosphere, and ensure guests have a wonderful time.
Start by breaking the event into key segments with approximate timings. For example, allocate 15–30 minutes for guest arrivals and mingling, followed by an hour for games and activities. If you’re serving food, set aside 30–45 minutes for meal service, allowing guests to eat comfortably.
The gift-opening segment typically takes around 45 minutes to an hour, depending on the number of attendees. Finally, leave time for farewells and closing remarks, ensuring the event doesn’t feel rushed or overstretched.
Sharing the timeline with helpers or co-hosts is a great way to keep everyone on track. Whether you’re working with a team of friends or hiring event staff, providing them with a clear schedule ensures that everyone knows their responsibilities and can manage transitions smoothly.
Keep a printed copy of the timeline handy or save it on your phone for easy reference during the event. With a solid plan in place, you’ll create a baby shower that’s organised, enjoyable, and unforgettable for both the parent(s)-to-be and their guests.
17. Confirm RSVPs
Confirming guest attendance is a critical step in planning a baby shower, as it directly affects your preparations. Knowing how many people will attend ensures you can arrange adequate seating, prepare the right amount of food, and organise activities without overspending or underestimating.
For instance, having an accurate headcount helps you avoid running out of refreshments or scrambling for additional chairs at the last minute. It also allows you to create a comfortable and enjoyable atmosphere for everyone.
To streamline this process, set a clear RSVP deadline, typically two to three weeks before the event. This gives you enough time to finalise arrangements, such as catering orders and seating plans.
If some guests haven’t responded by the deadline, don’t hesitate to follow up with a friendly reminder via phone call, email, or message. Often, people simply forget to reply, and a quick nudge can help you get the confirmation you need.
Using RSVP tracking tools or apps can make managing responses much easier. Platforms like Evite, Paperless Post, or Google Forms allow you to track who has responded and their preferences, such as dietary restrictions.
Many of these tools also send automated reminders to guests who haven’t replied, saving you time and effort. With a well-organised RSVP process, you’ll ensure smooth planning and a successful event.
18. Arrange For Rentals
Arranging rentals is essential if your venue doesn’t provide all the necessary equipment, such as chairs, tables, or catering supplies. Depending on the size and style of the baby shower, you may also need items like tablecloths, dishware, or audio-visual equipment for music and entertainment.
Renting these items allows you to customise the setup to suit your needs without the expense of purchasing them outright.
When looking for rental companies, start by researching reliable providers in your area. Read reviews, compare prices, and ask for recommendations from friends or event planners.
Request quotes from multiple companies to find the best deal while ensuring quality service. Pay attention to details such as delivery fees, set-up assistance, and return policies, as these can vary between providers.
To avoid last-minute stress, confirm your rental bookings well in advance, ideally a month before the event. Double-check the delivery schedule and ensure the items will arrive on time for set-up. It’s also wise to inspect the rented items upon delivery to ensure they’re in good condition.
By planning rentals early and choosing a reputable provider, you’ll ensure the baby shower is equipped with everything needed for a comfortable and stylish celebration.
19. Plan For Clean-Up
Planning for post-event clean-up is an essential part of hosting a baby shower, as it helps minimise stress and ensures everything is tidied up efficiently. Without a plan in place, clean-up can become overwhelming, especially after a long day of entertaining guests.
Preparing ahead of time not only saves effort but also makes the process smoother, leaving you more time to relax and enjoy the success of the event.
Organising a clean-up crew is one of the best ways to tackle this task effectively. Enlist the help of friends or family members who are willing to pitch in, assigning specific roles to each person, such as clearing tables, packing up decorations, or washing dishes.
If the shower is being held at a larger venue, consider hiring professional cleaners to handle the job. Many event rental services also offer clean-up as an add-on, which can save you time and effort.
To streamline the clean-up process, focus on separating recyclable items, such as plastic cups or paper decorations, from general waste. Have clearly labelled bins available during the event to encourage guests to dispose of items correctly.
For leftover food, bring containers to pack it up and distribute it among guests or donate it to a local food bank, if possible.
Additionally, make a checklist for returning rented items, ensuring they are cleaned and packed appropriately to avoid additional fees. With a well-organised approach, clean-up becomes less daunting and more manageable.
20. Prepare A Speech Or Toast
A heartfelt speech or toast is a wonderful way to honour the parent(s)-to-be and celebrate the upcoming arrival of their baby.
Whether it’s a few warm words or a longer toast, this gesture adds a personal touch to the baby shower and makes the honourees feel special. The speech doesn’t need to be elaborate; sincerity and warmth are what matter most.
When crafting your toast, think about including personal anecdotes or meaningful stories that highlight the parent(s)-to-be’s journey to this moment. Share funny or touching memories that guests can relate to, and add well wishes for their new chapter as parents.
For example, you might recall how the mum-to-be has always been nurturing or how the dad-to-be has a knack for storytelling—traits that will shine in their parenting. Finish with a positive message about the joy and love their baby will bring to their lives.
Practising the speech beforehand is essential to delivering it confidently during the event. Rehearse it a few times in front of a mirror or with a close friend to ensure your tone feels natural and conversational. If you’re nervous, jot down key points on a small card to keep with you as a prompt.
Remember to speak slowly, smile, and make eye contact with the guests and the honourees to create a warm and engaging moment that everyone will cherish.
21. Organise A Virtual Component
Including a virtual component in your baby shower is a thoughtful way to involve guests who cannot attend in person. This option ensures that family and friends from far away or those unable to travel can still be part of the celebration.
Virtual attendance also makes the event more inclusive, especially for those with health concerns or busy schedules. It’s a wonderful way to create shared memories, even across distances.
To set up a seamless virtual experience, use a reliable video conferencing platform such as Zoom, Microsoft Teams, or Google Meet. Choose a platform that offers features like screen sharing or breakout rooms to keep remote attendees engaged.
Test the technology beforehand to ensure a smooth connection, and appoint someone to manage the virtual setup during the event. Share the meeting link and a simple set of instructions with virtual guests well in advance to make it easy for them to join.
To help virtual guests feel more connected, consider sending them a small event kit ahead of time. This could include themed printables, such as bingo cards for games or photo props to use on camera.
Adding a snack pack, like cookies or tea, gives them something to enjoy while participating. These thoughtful touches make remote attendees feel like an integral part of the celebration, despite the physical distance.
22. Plan For Dietary Needs
Accommodating dietary needs is essential for creating an inclusive and enjoyable experience for all guests. Food is a major part of any baby shower, and ensuring that everyone has suitable options shows consideration and thoughtfulness.
Guests with dietary restrictions will appreciate the effort you put into making them feel welcome and included.
Offering a variety of menu options is a great way to cater to different dietary preferences. Include dishes that are vegetarian, gluten-free, or dairy-free alongside traditional offerings. For example, serve a mix of salads, sandwiches, and desserts that accommodate these needs.
A buffet-style setup works well, as it allows guests to choose what suits them best. Providing plant-based protein options or allergen-free alternatives ensures that no one feels left out.
To make it easier for guests, clearly label all food items with their ingredients or dietary information. Use signs or cards to indicate dishes that are vegetarian, nut-free, or gluten-free.
During the RSVP process, ask guests to share any allergies or dietary requirements so you can plan accordingly. Taking these steps ensures that all guests can enjoy the meal comfortably and without worry, making the baby shower a truly inclusive celebration.
23. Prepare Emergency Supplies
Preparing an emergency kit is a simple yet crucial step to ensure your baby shower runs smoothly, even if unexpected issues arise. A small kit stocked with essentials can save you from last-minute stress.
Include items like a basic first aid kit for minor accidents, extra decorations such as balloons or streamers for quick fixes, and cleaning supplies like wipes and paper towels for spills. These items are often overlooked but can make a big difference when problems occur.
It’s also wise to have backup items on hand for larger issues. Additional seating, such as foldable chairs, ensures no one is left standing if extra guests arrive.
Extra tableware, like plates, cups, and utensils, can accommodate unexpected needs, especially if more people attend than planned. These precautions help you adapt to changes without disrupting the event.
Organising a list of emergency contacts is another essential part of preparation. Keep the contact details of key people, such as the venue manager, caterer, or rental company, readily accessible.
This ensures you can quickly reach out if there are any delays or issues with deliveries or services. By planning for emergencies, you’ll be well-equipped to handle surprises and keep the celebration stress-free.
24. Coordinate With Vendors
Coordinating with vendors is a vital part of ensuring your baby shower goes off without a hitch. From caterers and florists to decorators and rental companies, confirming details with vendors well in advance is key to avoiding last-minute confusion.
Double-checking delivery times, service requirements, and payment terms ensures everyone is aligned and prepared for the big day.
To stay organised, create a checklist of all vendors, including their contact information and booking deadlines.
This allows you to keep track of confirmed services and follow up as needed. For instance, reconfirming delivery schedules a week before the event ensures everything arrives on time. Sharing the event timeline with vendors can also help them coordinate their services seamlessly.
Discussing contingency plans with vendors is just as important as confirming details. Ask about backup options in case of delays or unforeseen circumstances, such as substitute items for unavailable decorations or alternative dishes for catering issues.
Clear communication with your vendors not only helps the event run smoothly but also gives you peace of mind knowing you’re prepared for any eventuality.
25. Express Gratitude
Expressing gratitude to your guests is a meaningful way to show appreciation for their time, presence, and thoughtful gifts.
Whether through a handwritten note, email, or phone call, thanking guests lets them know their effort to attend the baby shower was valued. A simple yet heartfelt message goes a long way in leaving a positive impression.
When writing thank-you notes, personalise them by mentioning specific gifts or shared moments from the event. For example, if someone gifted a set of baby clothes, you might write, “Thank you for the adorable onesies!
They’ll be perfect for keeping our little one cosy.” Adding a personal touch makes your message feel genuine and memorable.
Aim to send your thank-you messages within a week or two of the event to ensure timely appreciation. If time is tight, prioritise handwritten notes for close family and friends while sending emails to other guests.
Keeping a list of gifts and their givers during the shower can make this process quicker and more organised. By expressing gratitude promptly and sincerely, you’ll strengthen your connections and make your guests feel truly appreciated.
Conclusion About Planning A Baby Shower
Whether it’s a baby shower, or any other kind of event planning, things can easily get overwhelming, but by breaking it into manageable steps and starting early, you can create an event that truly celebrates the parent(s)-to-be.
From setting a budget and choosing a theme to organising games and sending invitations, this checklist ensures you won’t miss any important details.
The most memorable baby showers are those that reflect the personalities and preferences of the honourees, so don’t hesitate to personalise the celebration with meaningful touches.
If you’re looking for the perfect venue to host your baby shower, The Happi Loft is an excellent choice. With its 2,000 sq ft space, floor-to-ceiling glass windows that bathe the venue in natural light, and a minimalist interior that’s easy to customise, it offers the ideal canvas to bring your vision to life.
Whether you’re planning an intimate gathering or a larger celebration, The Happi Loft provides all the facilities and flexibility you need.
Contact us today to discuss how we can help you create an unforgettable baby shower that’s as unique as your growing family!
Frequently Asked Questions About Planning A Baby Shower
Are Baby Showers Typically Hosted By Family Or Friends?
Baby showers are traditionally hosted by close friends or extended family members, allowing the parent(s)-to-be to enjoy the celebration without added stress. However, modern practices are more flexible, and immediate family members or even the parent(s)-to-be themselves may take on hosting duties.
Should The Baby Shower Menu Include A Full Meal Or Just Snacks?
The choice between serving a full meal or just snacks depends on the time of day and the preferences of the host and guests. For example, a midday shower may feature a light lunch, while an afternoon or evening event could focus on appetisers, desserts, and beverages.
Is It Appropriate To Ask For Specific Gifts On The Invitation?
It is perfectly acceptable to include a link to a gift registry or mention gift preferences in the invitation. Doing so helps guests choose items that the parent(s)-to-be genuinely need, making the process easier for everyone.
What Should I Include In A Thank-You Note After The Baby Shower?
A thank-you note should express gratitude for the guest’s presence at the event and the specific gift they brought. Adding a personal touch, such as mentioning how the gift will be used or appreciated, makes the note more heartfelt and memorable.
