A practical baby shower checklist from planning to cleanup

Planning a baby shower is easier when you work backwards from the date. Start by confirming the venue, guest list and invitations, then use the final week for food, games, gifts and decorations. This checklist also covers details that are easy to overlook, such as dietary requirements, gift appointments, serving equipment and enough table space. On the day itself, allow time to chill drinks, prepare coffee and tea, and set up the buffet before guests arrive.

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The plan, step by step

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

Preparations

Confirm date and location
2 people
Choose theme and colors
2 people
Compile the guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange gift appointments
2 people
Choose games and quiz
2 people
Take inventory of supplies
2 people
Calculate catering quantities
2 people
Order cake
Order flowers
Prepare game materials
2 people
Plan the gift table
Do the shopping
2 people
Chill drinks
Prepare snacks
3 people
Set out gifts and game prizes
2 people
Clean the venue
2 people
Set up tables and chairs
3 people
Set up the buffet and drinks table
2 people
Hang decorations
3 people
Set out flowers and table decor
2 people
Lay out game materials
2 people
Prepare coffee and tea
2 people

Event

Handle guest reception
2 people
Serve welcome drinks
2 people
Present snacks
2 people
Supervise the baby shower quiz
Guide the game round
2 people
Refill drinks
Guide the gifts
Cut and serve cake
2 people
Serve hot snacks
2 people
Take group photo
Say goodbye and hand out gifts
2 people

Aftercare

Collect food and waste
2 people
Remove decorations
2 people
Wash dishes
2 people
Put the tables and chairs back
3 people
Clean the venue
2 people
Check and store the materials
2 people
Return decorations and materials

What to bring

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

Furniture

Tablesqty 5
Chairsqty 24
Gift table
Buffet table
Coat rack

Tableware

Dinner platesqty 24
Pastry platesqty 24
Coffee cupsqty 24
Water glassesqty 30
Wine glassesqty 24
Forksqty 30
Knivesqty 30
Spoonsqty 30
Serving spoonsqty 8

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Serving plattersqty 8
Serving trays with lidsqty 4
Cake Knife and Cake Server
Thermos flasksqty 3

Equipment

Coffee maker
Kettle
Coolersqty 2
Bluetooth speaker
Extension cordsqty 2

Decorations

Balloonsqty 60
Balloon arch
Buntingqty 4
Tableclothsqty 6
Napkin holdersqty 4
Vasesqty 4
Photo backdrop
Welcome sign
Gift tagsqty 30
Gift bagsqty 24

Lighting

String lightsqty 3
LED candlesqty 12

Game materials

Quiz cardsqty 24
Pensqty 30
Answer formsqty 30
Baby photo cardsqty 24
Prizesqty 6

Cleaning

Waste binsqty 3
Bucketsqty 2
Spongesqty 4
Tea towelsqty 8
Towelsqty 4
Hand soapqty 2

Catering

Groceries

Tips

Send invitations at least 4–6 weeks before the shower and set the RSVP deadline 10–14 days before the event. Use the responses to confirm dietary requirements and final catering quantities.
Plan food around the serving format: allow one dinner plate and one pastry plate per guest, plus serving platters, trays and utensils for each dish. Order the cake early enough that the baker has at least 1–2 weeks’ notice.
Prepare games and quiz materials at least 3 days ahead, including pens, answer sheets and prizes. Test the Bluetooth speaker and check extension cords before decorating so equipment does not become a last-minute problem.
Set up a separate gift table and keep it clear of the buffet and drinks table. Place the gift table near the entrance if guests are bringing presents, and arrange any gift appointments before the shower date.
Start on-the-day setup 2–3 hours before guests arrive. Put out tables, chairs, tablecloths and decorations first; then chill drinks, arrange snacks, prepare coffee and tea, and lay out the game materials.

Frequently asked questions

How far in advance should I send baby shower invitations?: Send invitations 4–6 weeks before the baby shower. Set the RSVP deadline 10–14 days before the event so you have time to confirm food quantities and dietary requirements.
How much food and drink do I need for a baby shower?: For drinks, plan on 2–3 servings per person for the first hour, then about 1 serving per person per additional hour. Final food quantities depend on whether you serve a meal or snacks, so use the confirmed guest count after the RSVP deadline.
When should I order the baby shower cake and flowers?: Order the cake and flowers at least 1–2 weeks before the shower. Confirm the theme, colours and delivery or collection time when you place each order.
How early should I arrive to set up a baby shower?: Allow 2–3 hours for setup, especially if you are hanging balloons or a balloon arch, arranging flowers and preparing a buffet. Finish the tables, drinks and game materials before guests arrive so the host is free to welcome them.

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