Baby Shower Checklist: Timeline and Free Printable

Planning a baby shower can feel like a full-time job. Time sneaks up quickly, and suddenly you’re juggling invitations, food, decorations, and countless little details. As a Baby Planner, I’ve seen firsthand how much smoother baby showers go when there’s a clear plan in place.

This baby shower checklist covers invitations, food, games, decorations, setup, and cleanup. Use the timeline to divide tasks among hosts and keep track of what still needs to be done.

Want a copy to keep handy? Get the free printable checklist.

How Far in Advance Should You Start Planning a Baby Shower?

Aim to start planning about six to eight weeks before the shower. That gives you time to choose a date, prepare invitations, arrange food, and gather decorations.

If you’re planning a larger shower or booking a popular venue, consider beginning even earlier to secure your preferred date and vendors.

Week-by-Week Baby Shower Checklist

Use this timeline as a starting point, and adjust it around your venue’s booking requirements and vendors’ deadlines. Skip optional extras that don’t fit the shower you’re planning.

7 Weeks Before: Date, Budget, and Guest List

• Determine who the host(s) will be.
• Set a date and time.
• Set a budget and agree on how the hosts will divide the costs.
• Prepare a guest list (with the mother-to-be) that includes full names, addresses, email addresses, and phone numbers (if available).
  • Check that the space can comfortably accommodate the expected guest count before booking.
• Choose a location for the shower.
  • Decide whose home the party will be held in, or reserve a restaurant or party room.
• Decide whether to use a caterer, cook, or ask others to bring food.
• Assign responsibility for food, drinks, and ordering.
• Ask the mother-to-be if she has a particular baby shower theme or color scheme in mind for the event.
• Ask the mother-to-be whether she wants games and gift opening during the shower.

Related: Popular Baby Shower Themes for Every Style

6 Weeks Before: Prepare Invitations

• Order printed invitations or prepare digital invitations.
• If the expecting mama has a baby registry, include the registry link or details in the invitation.
• Include the date, time, location, RSVP contact, and RSVP deadline. Set the deadline before your caterer or venue needs the final guest count.

Related: The Cutest Baby Shower Invitations

4–5 Weeks Before: Send Invitations and Plan the Details

• Mail or send the invitations.
• Plan the menu.
  • If catering, keep the budget in mind.
  • If cooking, assign who will be making what.
  • Ask about guests’ food allergies and dietary needs, and plan suitable options.
  • Order the baby shower cake.
• Check tables, tableware, and chairs to ensure you have enough of each. If there isn’t enough, look up your local rental options.
• Decide what kind of decorations and/or flowers you’ll have.
• Make a list of any props or baby shower party favors you may need.
• Think about the baby shower games you’d like to play and the prizes for the winners.
• Ask someone to take photos, or book a photographer if you’d like one.
• Book any entertainment you’ve decided to include.

Related: Baby Shower Food Ideas Guests Will Love

3 Weeks Before: Order Decorations and Favors

• Write out place cards, if desired.
• Order balloons and flowers if they are planned decorations.
  • Will you have a flower crown, corsage, or something special for the mother-to-be to wear for the shower?
  • Order or make centerpieces, if you’re using them.
• Order any props, game prizes, or favors you’ve chosen.
• Gather any bags, tags, or wrapping supplies you’ll need for favors.
• Have a plan in place for how the mother-to-be will get to the shower. Is someone picking her up? Is she driving herself?

Related: 50 Baby Shower Favor Ideas

2 Weeks Before: Confirm Guests, Vendors, and Supplies

• Follow up with guests who haven’t responded, then give the final headcount to your caterer or venue by its deadline.
• Reconfirm your reservation if you are hosting the shower at a restaurant or party space.
• If the party is at your home, decide which serving dishes, utensils, table linens, and napkins you’ll use.
  • Clean or iron table linens if necessary.
  • Reconfirm rental supplies (if needed).
• If catering: Reconfirm your order with the caterer.
• If cooking food, prepare a shopping list for the food and beverages you need.
• Confirm any booked entertainment, or put together a baby shower playlist.

Related: 25 Best Baby Shower Songs for the Perfect Playlist

1 Week Before: Food and Final Preparations

• Prepare dishes that can be frozen in advance for the event.
• Reconfirm with guests who’ve been asked to bring food or special items.
• Assemble and package the favors, if you’re giving them.

2 Days Before: Shop and Decorate

• Shop for perishables and other remaining supplies.
• Prepare food that can be made in advance.
• If the event is at your home:
  • Put decorations in place
  • Set the table(s) and arrange seating
• Have a comfortable chair, complete with a pillow or seat cushion, selected for the mom-to-be to use during the shower.

1 Day Before: Finish Preparations

• Finish any food preparation scheduled for today.
• Confirm cake and catered-food pickup or delivery times. Collect orders scheduled for today.
• Pick up flowers or make sure they are delivered.
• If hosting in your home, vacuum and clean the guest bathroom.
• Set up extra chairs for guests.
• Designate a space for storing baby shower gifts.

Day of the Baby Shower: Setup Checklist

• Pick up or arrange delivery of balloons at the time recommended by your supplier.
• Pick up ice and any remaining same-day orders.
• Have all hosts gather at the party site an hour or two before to help set up.
• Arrange the food and drink areas, gift table, guest seating, and the mother-to-be’s chair, leaving clear walkways.
• Put out game supplies, pens, prizes, and favors, if you’re using them.
• Check the music and confirm who will welcome guests, lead activities, take photos, and record gifts.
• Chill some refreshments so they’re ready for the party.
• Set out food, except items that need to stay warm or cold.

During the Baby Shower

Relax, have fun, and soak it all in. This is what you’ve been planning for.

• Introduce the guests to each other.
• Mingle.
• Eat.
• Take pictures.
• Lead any planned games or activities.
• Help with gift opening, if the mother-to-be wants to open gifts during the shower.
  • Designate someone to record who gave which gift.
  • Have someone hand gifts to the mother-to-be and help with unwrapping as needed.
  • Designate someone to collect all wrapping paper for trash.
  • Designate someone to repackage all the gifts for the expecting mom to take home.
• Make sure that she is eating, comfortable, and happy.

After the Baby Shower: Cleanup and Thank-Yous

• Collect all the gifts and place them in the mother-to-be’s car or ride.
• Give the mother-to-be the gift list and guests’ contact details for thank-you notes.
• If you have floral arrangements, offer one to the mother-to-be to take home.
• Offer guests any party favors you’ve prepared, and help them collect their belongings before leaving.
• Clean up plates and cups after guests finish.
• Gather rental items and return them or have them ready for pickup at the agreed time.

Frequently Asked Questions About Planning a Baby Shower

Printable Baby Shower Checklist

Want a copy you can save or print? Enter your first name and email address on the signup page to get the free baby shower checklist.

Once the plans are in place, share the remaining jobs with your co-hosts so you can spend time with the mother-to-be and guests, too.