Baby Shower Tips from A Professional Event Planner - Baby Chick

Baby Shower Tips from A Professional Event Planner

I asked a professional event planner all the important questions that every hostess needs to know. Read her baby shower tips on the blog.

Updated December 21, 2023

by Nina Spears

The Baby Chick®: Pregnancy, Birth & Postpartum Expert

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So you’re planning a baby shower! Whether you volunteered or were asked to plan/host the event, it can be a lot of work and sometimes quite overwhelming to get it all together. Where do you start? What do you need to have, and what are the most important things you need to know or remember?

This is why I went to a pro! Kameela from Tutus & Bowties Events is a true professional and the guru of all soirees! She helped us plan our Mother’s Day Soiree as our event planner, and I know I couldn’t have done it without her knowledge and help. When planning a shower, not everyone can hire (or want to hire) an event planner, so I asked Kameela the most pressing questions on how to host the best baby shower. 🙂

baby shower tips, event planner, tutus and bowties
Images via Tutus & Bowties Events

Kameela, what are the first things that someone should think of when planning a baby shower?

Planning a baby shower for a loved one or a friend can be an exciting and rewarding experience. And I am sure you may have tons of ideas that you want to include. However, we recommend taking some time to ensure that you are truly honoring the Guest of Honor’s wishes. Believe me, they have a vision of how their special day should be. Before making any plans, set aside some time for a quick chat to gather the important “must-haves.” Perhaps schedule some time to discuss the celebration over lunch or even dessert! I am pretty willing to bet the moms will thank you for the sweet treat!

When looking at venues, what are things that people should consider before agreeing on a space?

Venues are one of the most critical aspects of the planning process. You will not be able to move forward with save the dates or invitations until your venue location is secured. Here are a few important questions we recommend asking during your venue search:

  • Is the venue available on the desired date?
  • What is the room capacity?
  • How much time will you have to set up and breakdown?
  • Is outside catering allowed?
  • Will the space allow your guests to move around comfortably if stations, like a photo booth or game area, are set up?

Budgeting is so important. What are things that people should consider when trying to determine a budget?

Oh, that “B” word! Yes, I am referring to a budget. Whether you want to admit it or not, everyone has one or should have one. Having one allows you to set a parameter on what elements to create. If you don’t have one yet, take a moment to determine what that magic number is.

Remember we mentioned keeping the Guest of Honor happy and honoring their requests. We recommend gathering a list of her must-haves and determining the cost to incorporate those ideas into the celebration. Consider your overall budget and how realistic each request is. Ask her to prioritize.

Also, keep in mind there are other critical elements that you should consider, including the food, venue, decor, professional photography, guest favors, and desserts. I know you are thinking, “Aren’t desserts considered food?” I personally think it’s important to keep these two areas separate when planning out your budget. Whether you hire a caterer or make the food yourself, this area will be the most expensive component of your budget.

Take a moment to research local vendors in your area for each section of your plan. Reach out to them to determine the costs for their services and determine if their fees are a good match for your needs. However, I am also a firm believer that just because it’s cheaper does not mean it’s a better option. Schedule an appointment to meet over the phone and check out their online portfolio. Doing these things will help you make a solid decision.

What games do you recommend to keep it fun and interesting at the party?

We love ourselves a good scavenger hunt. These can be created to compliment any theme. We typically use them as icebreakers because it gets your guests mingling and engaging with others. For more fun games, check out more of our favorite baby shower games.

Any shower décor that you think is a must?

Did you say shower décor? Well, that happens to be our specialty! Once you have a baby shower theme identified, you can choose décor pieces to incorporate into your shower to bring the theme to life. Your most important elements include signage, centerpieces, and props to help carry them throughout your setup. Our favorites are florals. It really sets the tone for your event and can be created to compliment your color palette.

baby shower tips, event planner

I would recommend taking a moment to conduct an inventory search in your home to locate baskets, small suitcases, fabric, candle holders, and anything you feel that compliments the style you are going for. Once you have secured the critical pieces, purchase party décor that spells out the theme or the word “BABY” like our Candy Letter Dishes and Mylar Letter Balloons. Be sure to add the finishing touches using cups, plates, and eating utensils.

baby shower tips, event planner

What party favors do you think will be the biggest hits?

We feel party favors should be useful and complement your theme. Our favorite baby shower favors are sweet! Yes, I am referring to a gourmet dessert station filled with delicious macarons, cake pops, and chocolate molds! It will serve as a focal point for your event space and as a sweet take-home baby shower favor for your guests!

What invitations do you recommend the most? Are email invites a no-no?

Call me a traditional girl or old-fashioned, but I love myself a paper invite. Baby shower invitations set the tone for your event and get your guests excited about the upcoming celebration. Email invites should only be an option if you are short on time.

baby planning tips, event planner

When planning the layout and flow of the party, do you have any tips?

Planning an event is like telling a story. There is a beginning and there is an end. There should be a smooth flow and process for your event. I recommend creating a schedule of events for the celebration and putting a time limit on each activity. This will help ensure you do not go over the specified limit of time for your event. Create a schedule draft and make edits as you work through the planning process.

What are the most forgotten points that all event planners need to think of?

As I mentioned earlier, just be sure to keep your Guest of Honor’s wishes in mind during every step of the process. Planning can be exciting, and we can sometimes find ourselves forgetting what’s really important. Be intentional about every aspect of your plans.

Do you recommend any must-haves for a baby shower?

A professional photographer is my absolute must-have. The GOH will appreciate the gorgeous photos of her celebration for years to come. A photographer will be the best person to ensure your story is recorded and captured.

What should a hostess prepare the week of the shower?

The hostess should take time to reconfirm with all vendors involved, whether it’s a caterer, baker, or photographer. Be sure to confirm their arrival time, provide directions, and make any last-minute payments. Making a checklist throughout the planning process will help as well. It relieves some of the additional stress of possibly forgetting something!

What should a hostess check on and prepare on the day of the shower?

The hostess should reach out to GOH and thank them for allowing you the opportunity to plan their event. See if she has any questions or needs anything. Believe it or not, the GOH can get nervous too!  Be sure you have all of the supplies needed, such as cake knives, safety pins, tape, scissors, or other crafting tools if you are responsible for decorating!

baby shower tips, event planner

Why is it a good idea to hire an event planner for a baby shower and what are the benefits?

Hiring the right planner is always a good idea, in my opinion. I may be a bit bias, but it’s true. How many times have you hosted a party for your child, a friend, or a family member, and you looked at the pictures after the event and realized you made it in only one photo because you were busy setting up, putting out fires, or even taking the photos? Hiring a planner to serve as the day-of-coordinator can relieve some of the additional stress of setting up or hosting an event. We also are pretty good at avoiding disasters, saving money, and offering clever suggestions to bring your theme to life. Hire a planner and be a guest!

How can our readers find a great event planner in their area?

There are several ways to find a great planner in your area. Word of mouth is probably the best option for securing the right planner. If your close friends or family do not have recommendations, try searching on Google or using online professional search tools such as Gig Salad or Thumbtack! These tools connect party hosts and professionals on one platform. They allow you to enter in your requests using a survey and professionals to respond.

Any last tips and recommendations that you can share?

My last tip is not to stress out… I know it can be a challenge if you are a perfectionist. However, if you plan properly, secure the appropriate professionals, and keep your GOH wishes in mind, everything will work out just fine.

Thank you so much, Kameela! These are some great tips that I know will definitely help our readers plan the perfect baby shower. xoxo

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Nina Spears The Baby Chick®: Pregnancy, Birth & Postpartum Expert
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Nina is The Baby Chick® & Editor-in-Chief of Baby Chick®. She received her baby planning certification in early 2011 and began attending births that same year. Since then, Nina has… Read more

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