A practical baby shower checklist, from first decisions to clean-up

A baby shower runs smoothly when the decisions are made in the right order. Start by agreeing on the shower’s style and guest list, then manage invitations and RSVPs before booking food, cake, decorations and equipment. In the final week, confirm delivery times, prepare the activities and print the guest information. This checklist also covers the details people often leave too late, such as setup access, backup batteries, transport containers and who will guide the gift opening.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Collect guest contact information
Design the invitations
Order the baby shower cake
Arrange floral displays
Send the invitations
Order desserts
Prepare themed decorations
Confirm decoration setup time
Manage gift opening
2 people
Set up RSVP procedures
Arrange beverages
Prepare background music
Confirm catering delivery
Introduce the event
Arrange equipment rental if needed
Review the final decoration layout
Prepare the registration or welcome area
Serve food and beverages
2 people
Confirm cake delivery
Coordinate games and activities
2 people
Define the baby shower purpose and style
Track guest responses
Contact decoration suppliers
Select baby shower games
Print the guest list
Coordinate cake presentation
2 people
Decide whether the baby shower will be a surprise
Follow up with guests who have not responded
Arrange floral decorations
Prepare game materials
Prepare name cards
Photograph important moments
Consult the parents-to-be about preferences
Finalize the guest list
Arrange balloon decorations
Organize prize gifts
Prepare favors for guests
Thank guests
Determine the expected number of guests
Record dietary restrictions
Confirm supplier agreements
Plan the event schedule
Pack activity materials
Distribute party favors
2 people
Set the event budget
Arrange accessibility requirements
Monitor event expenses
Prepare the welcome speech
Prepare emergency supplies
Officially close the event
Select the preferred event date
Prepare the seating plan
Develop the decoration plan
Assign a master of ceremonies
Arrange tables
Supervise venue cleanup
2 people
Identify alternative dates
Create guest name cards
Purchase decorations
Prepare activity instructions
Arrange chairs
Pack reusable decorations
2 people
Choose the event venue
Prepare welcome gifts if needed
Prepare table decorations
Organize gift-opening activities
Set the tables
Return rented equipment
Inspect potential venues
Arrange parking information
Select centerpieces
Arrange memory book activities
Install decorations
Review the event budget
Confirm venue availability
Prepare guest information
Arrange welcome signage
Prepare advice cards for guests
Complete the final venue inspection
Archive event photographs and planning documents
Reserve the venue
Finalize the event budget
Prepare the gift table
Organize baby prediction activities
Open the venue
Set up the organizing team
Contact catering providers
Plan the dessert table
Plan photo opportunities
Welcome suppliers
Assign responsibilities to organizers
Request catering quotations
Organize the beverage station
Arrange music playlists
Supervise setup activities
Develop the baby shower theme
Compare catering offers
Arrange the photo area
Prepare entertainment materials
Prepare refreshments
Select the event color palette
Select the caterer
Prepare decorative backdrops
Confirm the final program
Welcome guests
2 people
Prepare the preliminary guest list
Confirm the menu
Install decorative lighting
Confirm all suppliers
Direct guests to seating
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Administration

Event planning folder
Seating plan
Event timeline
Event schedule
Budget spreadsheet
Activity schedule
Guest contact list
Vendor contact sheet
Inventory checklist
Supplier contact list
Venue agreement
Thank-you cards
Catering contract
Decoration supplier contracts
Labels
Guest list
RSVP tracking sheets
Payment records
Feedback cards
Permanent markers
Gift registry information
Guest book
Checklists
Name badges
Pens
Name cards
Table numbers
Invitations
Envelopes
Information cards
Postage stamps

Decorations

Paper lanterns
Photo backdrop
Streamers
Decorative props
Decorative ribbons
Confetti
Balloons
Floral arrangements
Welcome sign
Balloon arch
Fresh flowers
Balloon weights
Artificial flowers
Decorative boxes
Banners
Decorative baskets
Decorative garlands
Decorative letters
Paper fans
Baby-themed signs
Tablecloths
Table runners
Chair covers
Centerpieces

Groceries

Cheese platter
Sandwiches
Finger foods
Cake
Cupcakes
Cookies
Candy
Chocolate
Fruit platter
Tea supplies

Kitchen

Cups
Cake stand
Glasses
Plates
Snack bowls
Bowls
Serving trays
Cutlery
Cake knife
Napkins
Cake server
Drinking straws
Beverage dispensers
Ice bucket
Coffee machine
Bottle opener

Cleaning

Dustpan
Mop
Cleaning products
Cleaning wipes
Trash bins
Recycling bins
Trash bags
Paper towels
Cleaning cloths
Broom

Technical

Spare batteries
LED candles
Fairy lights
Lamps
Extension cables
Instant camera
Power strips
Camera film
Bluetooth speaker
Microphone
Music player
Phone charging station
Decorative lighting

Logistics

Transport containers
Easels
Packing materials
Umbrella stand
Coat rack
Lost-and-found box
Storage boxes
Balloon pump
Plastic storage bins
Cable ties
Tool kit
Scissors
Registration table
Tape
Welcome table
Directional signs

Gifts

Guest favors
Favor bags
Gift tags
Baby gift basket
Gift wrapping paper
Gift bags
Tissue paper
Ribbon

Safety

Emergency contact list
First aid kit
Hand sanitizer
Tissues

Furniture

Lounge chairs
Dining tables
Cocktail tables
Gift display stands
Gift table
Dessert table
Beverage table
Chairs
Folding chairs

Activities

Prediction cards
Wishes cards
Memory book
Game cards
Guest photo props
Pens for games
Prize gifts
Raffle tickets
Advice cards

Tips

Set the guest-list deadline before designing invitations. Allow at least 7 days to collect missing contact details, then send invitations early enough to track replies and dietary information.
Confirm every delivery with a time window, not just a date. Check the catering, cake and desserts separately, and make sure someone is available to receive and store them.
Plan decoration setup backwards from the event opening time. Confirm how long the venue allows for setup, then leave a final 30-minute check for the seating plan, photo wall, balloons, lights and serving area.
Prepare the activity schedule with realistic gaps. Allow 10–15 minutes for each baby-shower game, plus time for food service, photos and opening gifts so the programme does not run late.
Pack a small event backup kit the day before. Include spare batteries, cleaning products, packaging material and transport containers; these are easy to forget when the focus is on the cake and decorations.

Frequently asked questions

When should I send baby shower invitations?: Send them about 6–8 weeks before the shower and set the RSVP deadline around 2–3 weeks before it. That gives you time to follow up, print the final guest list and confirm food quantities.
How much food and drink do I need for a baby shower?: For a 3-hour shower, plan roughly 6–8 savoury bites per guest if food is served as snacks, plus desserts and cake. For drinks, allow 2–3 servings per person in the first hour and about 1 serving per person for each additional hour, with extra non-alcoholic options.
When should I order a baby shower cake?: Order the cake at least 2–3 weeks ahead, especially if it has a custom design. Confirm the delivery or collection time 2–3 days before the event and prepare a cake stand and a safe place to store it.
How long before the baby shower should I decorate?: Plan to start setup 2–3 hours before guests arrive, depending on the venue and amount of decoration. Reserve the final 30 minutes for checking the layout, welcome area, music, activities and food service.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.