How to organise a baby shower without last-minute stress

Start by fixing the date and venue, then build the guest list before choosing food, games and decorations. Send invitations early enough to collect registrations and dietary requirements, because these details affect catering and seating. Plan a gift table, buffet and drinks station as separate areas, and order the cake and flowers before the final week. On the day, set up tables, chairs and decorations first, then prepare food, coffee and tea so everything is ready when 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

1
Confirm date and location
2 people
2
Choose theme and colors
2 people
3
Compile the guest list
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Arrange gift appointments
2 people
8
Choose games and quiz
2 people
9
Take inventory of supplies
2 people
10
Calculate catering quantities
2 people
11
Order cake
12
Order flowers
13
Prepare game materials
2 people
14
Plan the gift table
15
Do the shopping
2 people
16
Chill drinks
17
Prepare snacks
3 people
18
Set out gifts and game prizes
2 people
19
Clean the venue
2 people
20
Set up tables and chairs
3 people
21
Set up the buffet and drinks table
2 people
22
Hang decorations
3 people
23
Set out flowers and table decor
2 people
24
Lay out game materials
2 people
25
Prepare coffee and tea
2 people

Event

26
Handle guest reception
2 people
27
Serve welcome drinks
2 people
28
Present snacks
2 people
29
Supervise the baby shower quiz
30
Guide the game round
2 people
31
Refill drinks
32
Guide the gifts
33
Cut and serve cake
2 people
34
Serve hot snacks
2 people
35
Take group photo
36
Say goodbye and hand out gifts
2 people

Aftercare

37
Collect food and waste
2 people
38
Remove decorations
2 people
39
Wash dishes
2 people
40
Put the tables and chairs back
3 people
41
Clean the venue
2 people
42
Check and store the materials
2 people
43
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

Set the date and guest list before buying decorations. Send invitations at least four weeks ahead and give guests a clear reply deadline so you can calculate seating, food and drinks.
Order the cake and flowers no later than two weeks before the shower. Confirm collection or delivery times again during the final week, since these are easy details to leave until the day before.
Plan the room in three zones: a gift table, a buffet and drinks table, and a separate area for games. Leave clear walking space between them, especially if guests will carry plates and hot drinks.
Calculate catering only after registrations and dietary requirements are collected. Prepare serving platters, cutting boards, serving spoons and covered trays in advance; food is harder to manage when the kitchen becomes the storage area.
Set up tables, chairs, the gift area and decorations before preparing snacks. Chill drinks for several hours, and make coffee and tea close to arrival using thermos flasks so the host is not tied to the kitchen.

Frequently asked questions

How far in advance should you organise a baby shower?: Start planning 6 to 8 weeks before the shower. Send invitations around 4 weeks ahead, set a reply deadline about 2 weeks before the event, and use the final week for shopping, confirmations and preparation.
How many drinks do I need for a baby shower?: For the first hour, allow about 2 to 3 drinks per guest, then around 1 drink per person per hour. Add water, coffee and tea separately, and chill drinks at least 4 hours before guests arrive.
When should I order a baby shower cake?: Order the cake at least 2 weeks in advance and confirm the pickup or delivery time during the final week. Keep a cake knife, cake server and enough pastry plates with the serving supplies.
How do I set up a baby shower room?: Allow at least 60 to 90 minutes for setup. Place the gift table near the entrance, keep the buffet and drinks table separate, and prepare the game materials before guests arrive so the host can welcome people.

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