Quick answer: Plan a baby shower in eight steps: confirm the date with the mom-to-be, set a budget, build the guest list, book the venue, send invitations 4–6 weeks ahead, plan food and games, buy decorations, and prep the day before. Aim for 28–32 weeks of pregnancy and a 2–3 hour event.
Planning a baby shower looks overwhelming until you break it into a sequence. There are really only eight decisions, and they have to happen in a specific order.
This is the full how to plan a baby shower guide — an 8-week timeline, a realistic budget, and the details people forget until the morning of. 📋
Step 1: Confirm the Date With the Mom-to-Be: How To Plan A Baby Shower
Before anything else, agree the date with the guest of honour. Never surprise someone with a shower date — she may have appointments, travel, or simply strong feelings about it.
Aim for 28–32 weeks. She still has energy, the bump shows, and there is time to buy anything the registry did not cover. For twins, plan earlier — 24–28 weeks.
Step 2: Set the Budget
Decide the total before booking anything. A home shower for 15–25 guests typically runs $200–$500:
| Item | Typical cost | Where to save |
|---|---|---|
| Food and drinks | $100–$250 | Brunch instead of dinner |
| Cake or dessert | $40–$100 | Plain cake + your own topper |
| Decorations | $50–$120 | Decorate one feature table only |
| Invitations | $0–$40 | Free digital invites |
| Games and prizes | $20–$50 | Printable games |
| Favours | $30–$80 | Edible and homemade |
Co-hosting is the norm — splitting between two or three people makes almost any budget workable.
Step 3: Build the Guest List
Get the list from the mom-to-be. This is her event and her relationships.
- Confirm a rough headcount before booking a venue — it drives every other cost
- The golden rule: never invite someone who would not also be invited to meet the baby
- Check whether it is women-only or coed before inviting partners
- Decide early whether children are included and say so on the invitation
- Typical size is 15–30 guests
Step 4: Choose the Venue
| Option | Cost | Best for |
|---|---|---|
| Someone’s home | Free | Most showers — relaxed and budget-friendly |
| Restaurant private room | $$ | No setup or cleanup |
| Garden or park | Free–$ | Spring and summer, with a weather backup |
| Community or church hall | $ | Large guest lists |
| Event venue | $$$ | Formal or large-scale showers |
If outdoors, always have an indoor backup and decide the cut-off day for switching.
Step 5: Send Invitations (4–6 Weeks Ahead)
Every invitation must include:
- Who the shower is for
- Date, start time and end time
- Full address with parking notes
- RSVP contact and deadline
- Registry details (or a note if there is no registry)
- Theme or dress code, if any
- Whether children and partners are invited
Add two extra weeks if guests are travelling or it falls in a holiday period.
Step 6: Plan Food and Drinks
Match the food to the time of day — this single decision controls most of your budget:
- 11am–2pm: brunch or light lunch (most popular and cheapest)
- 2pm–4pm: afternoon tea, finger foods and cake
- Evening: full meal — significantly more expensive
Choose make-ahead, room-temperature food. Nothing should need an oven while guests arrive. Always include non-alcoholic options and check for allergies on the RSVP.
Step 7: Choose Games and Activities
Two or three games is plenty — more than that and guests start checking their phones.
- One icebreaker early, while people are still arriving
- One active or funny game in the middle
- One drop-in activity such as a wishes-for-baby card station, for guests who dislike games
Have small prizes ready — candles, chocolate or hand cream work for anyone.
Step 8: The Week Before and Day Of
One week before
- Confirm final headcount
- Order the cake and any catering
- Buy decorations, prizes and favours
- Print games and signage
- Confirm who is photographing and who is recording gifts
Day before
- Set up everything that can be done early
- Prep make-ahead food
- Charge phones and cameras
- Chill drinks
Day of
- Set up 2 hours before
- Assign someone to write down each gift and giver — this is essential for thank-you notes
- Assign someone to photograph
- Serve food 30 minutes after the start time
- Games, then cake, then gifts
A Realistic Run of Show
| Time | What happens |
|---|---|
| 0:00–0:30 | Arrivals, drinks, mingling |
| 0:30–1:00 | Food served |
| 1:00–1:45 | Games |
| 1:45–2:30 | Cake and opening gifts |
| 2:30–3:00 | Favours, photos, goodbyes |
The Things People Forget
- A gift log — without it, thank-you notes become impossible
- Bin bags for wrapping paper
- A comfortable chair for the mom-to-be
- Serving spoons — consistently the most forgotten item
- Ice — always more than you think
- A way to get gifts home — someone with a large car
- Phone chargers for the photographers
Keep Planning
Frequently Asked Questions
How do you plan a baby shower step by step?
Confirm the date with the mom-to-be, set a budget, build the guest list, book a venue, send invitations 4 to 6 weeks ahead, plan food and games, buy decorations, and prep the day before.
How far in advance should you plan a baby shower?
Start 8 to 10 weeks before the shower date. Invitations go out 4 to 6 weeks ahead, and the shower itself is usually held at 28 to 32 weeks of pregnancy.
How much does it cost to plan a baby shower?
A home shower for 15 to 25 guests typically costs $200 to $500 including food, cake, decorations, games and favours. Costs are often split between two or three co-hosts.
How long should a baby shower last?
Two to three hours: about 30 minutes of arrivals, then food, games, cake and gift-opening. Longer than three hours and energy drops noticeably.
What do you actually need for a baby shower?
Food, drinks, a cake, some decoration for one feature table, two or three games with prizes, and a gift log. Everything else is optional.
Planning a shower is really just eight decisions in the right order. Get the date and budget settled first and the rest follows quickly.
Next: when to have a baby shower and who pays for it. 💕
