Quick answer: Work backwards from the date: 8 weeks out set the date, budget and guest list; 5 weeks out send invitations; 2 weeks out confirm numbers and order the cake; 1 week out buy supplies and prep games; day before set up and prep food.
A baby shower has roughly forty small tasks, and almost all of the stress comes from doing them in the wrong order or too late.
This baby shower checklist lays them out week by week, plus a full supplies list and the things hosts consistently forget. ✅
8 Weeks Before: Baby Shower Checklist
- Agree the date with the mom-to-be
- Set the total budget and confirm who is co-hosting
- Get the guest list from her
- Choose and book the venue
- Decide the theme and colour palette
- Check whether there is a registry
5–6 Weeks Before
- Order or design invitations
- Send invitations with a clear RSVP deadline
- Share registry details
- Book any catering, cake or entertainment
- Start a shared planning list with co-hosts
2–3 Weeks Before
- Chase outstanding RSVPs
- Confirm the final headcount
- Order the cake
- Plan the full menu
- Choose games and buy prizes
- Order decorations online
1 Week Before
- Buy all food that keeps
- Print games, signs and place cards
- Assemble favours
- Confirm timings with the venue or caterer
- Assign roles: photographer, gift logger, timekeeper
- Do a final shopping list check
The Day Before
- Set up everything that can be done early
- Prep make-ahead food
- Chill all drinks
- Charge phones and cameras
- Lay out serving dishes with sticky notes saying what goes in each
- Clear space for gifts and coats
On the Day
- Arrive 2 hours early to set up
- Put out food 30 minutes after start time
- Start games about an hour in
- Cake, then gift-opening
- Log every gift and giver as they are opened
- Take a group photo before people start leaving
- Hand out favours as guests go
Full Supplies Checklist
Food and drink
- Main food and sides
- Cake or dessert
- Non-alcoholic drinks
- Ice (more than you think)
- Cups, plates, napkins, cutlery
- Serving dishes and serving spoons
- Bottle opener
Decorations
- Balloons or balloon garland
- Table cloth and runner
- Welcome sign
- Centrepieces or flowers
- Banner or backdrop
- Cake stand
- Candles or fairy lights
Games and activities
- Printed game sheets
- Pens for every guest
- Prizes (3–5)
- A wishes-for-baby card station
- A guest book or advice cards
Practical
- Gift log notebook and pen
- Bin bags for wrapping paper
- Kitchen roll and cleaning cloths
- A comfortable chair for the mom-to-be
- Phone charger
- First-aid basics
- Boxes or bags to transport gifts home
The Most Commonly Forgotten Items
Every host forgets at least two of these:
| Item | Why it matters |
|---|---|
| Gift log | Thank-you notes become impossible without it |
| Serving spoons | The single most forgotten item at any party |
| Bin bags | Wrapping paper covers a room within minutes |
| Ice | Always underestimated, especially in summer |
| Pens | Games stall completely without enough |
| Gift transport | Somebody needs a big enough car |
| A chair for the mom-to-be | She should not be standing for three hours |
After the Shower
- Give the gift log to the mom-to-be immediately
- Send thank-you notes within 2–3 weeks
- Share photos with guests
- Return anything borrowed
- Give the host a small thank-you gift if you were a guest
Keep Planning
Frequently Asked Questions
What do you need for a baby shower?
Food and drinks, a cake, decorations for one feature table, two or three games with prizes, plates and cutlery, a gift log, and bin bags for wrapping paper. Everything else is optional.
How far in advance should you start planning a baby shower?
Eight weeks. Set the date, budget and guest list at 8 weeks, send invitations at 5 to 6 weeks, confirm numbers at 2 to 3 weeks, and shop the week before.
What is the most forgotten item at a baby shower?
The gift log. Without a written record of who gave what, writing thank-you notes afterwards becomes nearly impossible. Serving spoons and bin bags come a close second.
How many games should you plan for a baby shower?
Two or three, plus one drop-in activity such as a wishes-for-baby card station for guests who prefer not to join in group games.
Who should keep the gift log?
Assign one guest before the shower starts. They write down each gift and giver as presents are opened, then hand the list to the mom-to-be at the end.
Work backwards from the date and the whole thing becomes manageable. The gift log is the one item that causes real regret if you skip it.
Pair this with our full planning guide. 💕
