Printable Baby Shower Planning Checklist for Moms-to-Be

Printable Baby Shower Planning Checklist for Moms-to-Be

Planning Checklists
100 Items
Complete baby shower planning guide covering invitations, venue, decorations, food, games, and all event coordination tasks.

Complete Baby Shower Planning Guide

Comprehensive baby shower planning checklist covering every aspect from initial concept and guest management to venue setup, decorations, food planning, games, photography, and post-event tasks for a memorable celebration.

1. Initial Planning & Concept

1Decide who will host (friend, family member, coworker, or co-host)
2Set a rough budget (total and for each category)
3Choose a date (check availability of key guests and the mom-to-be)
4Pick a time (morning, afternoon, evening)
5Decide on style / tone (casual, elegant, themed, gender reveal, coed)
6Choose a theme or color palette (if desired)
7Create a guest list (names, contact info)
8Decide whether kids are invited or adults only
9Choose the venue (home, hall, restaurant, garden)
10Visit and inspect the venue (layout, facilities, parking, restrooms)

2. Invitations & Guest Management

1Design or order invitations (print or digital)
2Include RSVP deadline, address, time, registry info
3Send out invitations (4–6 weeks ahead, or sooner for out-of-town guests)
4Track RSVPs (yes / no / maybe)
5Follow up with guests who have not responded by deadline
6Prepare a guest contact list (for reminders, changes)
7Note dietary restrictions or allergies guests may have
8Prepare name tags, seating plan (if needed)
9Send reminders a week before the event
10Communicate any special instructions (parking, dress code, gift guidance)

3. Venue & Logistics

1Reserve or confirm the venue (date, time, cost)
2Check capacity (seating, tables)
3Arrange for extra chairs, tables, linens, if needed
4Plan layout (food table, gift table, seating, activity zones)
5Check power outlets, lighting, sound system
6Arrange parking or guest transport, if needed
7Plan for restrooms (supplies, cleanliness)
8Schedule delivery times for decor, cake, rentals
9Confirm with venue rules (noise, cleanup, vendors)
10Plan for backup in case of rain (if outdoor)

4. Decorations & Ambience

1Order or purchase decor items (balloons, banners, centerpieces)
2Choose tablecloths, runners, chair covers, napkins
3Create or order signage, welcome board, directional signs
4Plan focal points (gift table, photo backdrop, dessert table)
5Consider floral arrangements or greenery
6Choose lighting/mood elements (fairy lights, candles, lanterns)
7Prepare balloons (inflating, arches, garlands)
8Set up a photo booth or backdrop area
9Plan music or background audio / playlist
10Decorate early (day before or morning of)

5. Food, Drinks & Catering

1Decide on menu (snacks, main dishes, desserts)
2Account for dietary restrictions (vegetarian, gluten free, allergies)
3Hire a caterer or assign cooking responsibilities
4Order cake or cupcakes (design, flavor, size)
5Plan beverage options (non-alcoholic, mocktails, water, juices)
6Arrange serving ware, utensils, plates, napkins, cups
7Plan food flow (buffet, plated, stations)
8Schedule delivery vs cooking times
9Prepare food that can be made ahead, chilled or reheated
10Keep extra backup (water, snacks, ice)

6. Games, Activities & Entertainment

1Choose which games or activities to include
2Prepare supplies (pens, papers, props, craft materials)
3Plan timing / order of games during the event
4Prepare prizes for winners
5Plan icebreakers or guest interaction activities
6Consider keepsake activity (advice cards, guest book)
7Assign a games host / emcee to run smoothly
8Provide instructions / rules printed or announced
9Test any equipment needed (sound, projectors, etc.)
10Keep some optional filler games or backup plans

7. Gifts, Favors & Registry

1Help the parents-to-be set up a gift registry
2Provide registry info on invites or a card
3Plan for gift table setup (display, wrapping area)
4Assign someone to record gifts & givers
5Order or prepare party favors for guests
6Wrap or package favors in advance
7Provide packaging / bags for gifts or favors
8Ensure enough gift bags / boxes for guests
9Plan how guests will take favors home
10Prepare thank-you note list ahead (names, addresses)

8. Photography, Keepsakes & Memories

1Hire a photographer or designate a friend to take photos
2Plan key photo moments (arrival, opening gifts, games)
3Set up a photo backdrop or "picture spot"
4Provide props or signs for photos
5Prepare a guestbook or advice cards for keepsakes
6Set up a memory table or timeline display
7Charge batteries, bring memory cards, extra devices
8Assign someone to backup photos (cloud or USB)
9Collect contact info of guests for photo sharing
10Plan for a video or slideshow (if desired)

9. Week-of & Final Preparations

1Confirm final guest count with caterer / venue
2Confirm all vendor bookings (caterer, photographer, rentals)
3Collect / pick up all decorations, favors, supplies
4Clean and prep the venue
5Prepare and pack games, activity supplies
6Make sure all food & drinks ready or scheduled
7Print any signage, instructions, name tags
8Lay out timeline / schedule for the event day
9Assign helpers / roles (setup crew, greeters, game hosts)
10Prepare an emergency kit (extra tape, scissors, first aid, etc.)

10. Day-of Event & Post Event Tasks

1Decorate and arrange venue (tables, decor, signage)
2Set up food & drink stations, serve utensils
3Greet guests and direct to seating or sign-in
4Run the schedule: games, gift opening, etc.
5Monitor timing and transitions between activities
6Keep track of gifts and who gave them
7Take photos / video throughout
8Distribute favors to guests
9Clean up during and after (trash bags, wrapping)
10After event: send thank-you notes, return rentals, and help parents sort gifts
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