How to Host a Baby Shower

If you’re looking for a blue print on how to host a baby shower, you’re in the right place! This post is all about how to throw a baby shower that your guests – and most importantly the mama-to-be – will absolutely love!

If you’re anything like me, you are 1) always super busy doing a million things for your family, work, volunteering, etc. and 2) love to create special memories for loved ones by hosting events. When you offer (or are volun-told) to host a baby shower, I have you covered with a step-by-step guide so you can party plan with less stress. 

When my kids were really little, I hosted a bridal shower (while it is a different occasion, the format is similar). I remember feeling so overwhelmed with wanting to throw a perfect event but lacking time to execute. If only I had a simple guide to walk me through exactly what to do, saving me tons of time and giving me the tools to pull off a chic, well organized event. I would have felt a lot less stress! 

My hope is this post is that baby shower planning guide for you – so you can worry less and ooh & ahh over adorable baby clothes more!

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How to Host a Baby Shower

Step 1: Decide on a Budget

Baby showers can become expensive quickly. You need to have a budget number in mind to help guide all of the decisions you’ll make to plan this special occasion.

A good rule of thumb is to expect $20-30 per person – averaged out across food, beverages, decorations, venue, etc.

Step 2: Pick a Date & Time

Begin with the end in mind. What date will your baby shower be on? 

Make sure you check with the mama to find out her availability, first and foremost. In addition, she may need to coordinate other VIPs’ schedules, like her mother, mother-in law, best friend, etc.

You’ll want to also confirm the time you’d like guests to arrive. If it’s brunch, 11:00 am seems like a good start time. Or if it’s a heavy hor d’ourves afternoon event, perhaps 2:00 pm could work as a start time – but again just check that with the mama-to-be.

Step 3: Agree on the Guest List

Ask the mama for a guest list. You don’t want to assume! You could give her a starting point list, and ask her to edit. She may need to consult with family to finalize, so give her some lead time to have these conversations. Buy a few extra invitations just in case there are late additions.

Additionally, as for addresses and create a spreadsheet. That way, when RSVPs start rolling in, you can easily have the headcount in one place.

The spreadsheet is also a great starting point for a headcount, which will be critical in the next step if you plan to host the baby shower at a location other than your home!

Step 4: Drop a Pin at a Location

Once the date and time are nailed down, location is the next task at hand. If it’s in your home, you can skip the next step. If you want to hold the event at a different location – like a private room at a restaurant – then make a list of places to call for their availability.

Step 5: Choose Baby Shower Theme

Now for the fun part! Picking a theme. By theme, I mean color palette, vibe, etc. It doesn’t have to be super theme-y. Just something to rally around so the entire event feels cohesive.

To get the juices flowing, here is a post on the top 3 baby shower themes, including links to party supplies!

As I write this post, I’m in the process of learning first hand how to host a baby shower, and chose the boho theme from this post. Stay tuned for future posts on how everything turned out!

Step 6: Order and Mail Invitations

Now that the date is set, guest list certified, and theme decided, you are ready to shop for and order invitations. Etsy is my favorite place for invitations. There are a ton of customizable options.

There are a few envelope details that will elevate any invitation you choose:

1. One detail that often gets overlooked is the postage stamp. Call me crazy but I like to try to theme the postage stamp with what is being mailed – to the extent it’s possible. For a baby shower, you can look for hearts, a cause stamp near and dear to the future parents, or a design within the color palette. 
2. Another is handwriting the addresses. If you’re like me and don’t love your own handwriting, ask for help. Have a friend with great handwriting – or better yet lettering skills? Offer to pay her for her talent! 
3. Finally, use a simple return-address stamp. I like to stamp my envelopes on the flap rather than on the same side as the delivery address. If you don’t already own one, return address stamps are reasonably priced and available to order online. Etsy is a good starting point. I think the look of a stamp is so much cleaner than a sticker or handwritten return address.

Step 7: Calendar Block the Run-of-Show

Let’s get organized, ladies! We’re going to calendar block the entire event. In other words, we’re creating a schedule or itinerary, starting with the critical things you’ll need to do as hostess before the event starts. 

Spend an hour doing this and you’ll save yourself TONS of stress later because you will be organized and know what needs to happen when and in what order. 

I learned about calendar blocking from Amy Landino. In a nut shell, calendar blocking is transferring your to-do list to your calendar. You can even go so far as the calendar block the entire bridal shower planning process. But for now, we’re going to stick with just the day of and create a “run-of-show” production schedule to help you and everyone else with duties during the event know what’s going on and when.

How to Host a Baby Shower Run-of-Show Example

Obviously, you’ll want to adjust the schedule to your own specific needs, but this should give you an idea of how to get started! 

Step 8: Plan the Baby Shower Menu

Depending on your shower theme, you can choose a menu to coordinate. Or, you can choose a menu that is more universal, like brunch. Usually, the recipes are crowd pleasing and flexible for special dietary needs. (p.s. Make sure you ask the mama-to-be well in advance for any ingredient restrictions the guests have.)

The recipe options are endless. And if you’re having the meal catered, you still have choices to make. It can be overwhelming! 

Here is how I approach planning a brunch menu for a more sophisticated, elegant event:

• Eggs (quiche, frittata, eggs Benedict, sous vide)
• Meat (charcuterie board, smoked salmon) 
• Vegetable/Fruit (asparagus, fruit tarts, mixed greens salad with fruit dressing and toppings)
• Sweets (mini Belgian waffles, cinnamon rolls, tiny muffins, babka, puff pastry)

Step 9: Think Through the Event Layout

If you are hosting the baby shower in your home, you may need to adjust your furniture layout to accommodate the guests. 

First, if you are serving a sit-down meal, do you have enough seats around your table? Or do you need to rent additional tables and chairs? If so, where will they go? 

Second, decide on different stations – for beverages, dessert, activities – to help with the traffic flow. Do yourself a favor and don’t put everything in the kitchen. You’ll have a traffic jam! 

Instead, get creative using different spaces of your home – a side table, an entryway table, a coffee table – for the stations.

Lastly, literally walk through the event as a guest starting at the front door. I know this may seem silly, but you will be surprised at what you discover. Here’s a simple example:

• Guest walks in front door, has coat and gift. (Gap: Need to identify door greeter to take coats and have a clearly signed table for gifts.)

Go through each step of your run-of-show putting yourself in the guests’ shoes. You’ll probably discover you need to enlist some friends to help with certain tasks, such as taking coats and directing guests to where to place gifts and find the beverages.

Step 10: Decide on Decorations

Now that we’ve used our left brain for event logistics, let’s switch to our right brain and get creative with decorations! 

Keeping in mind your budget and theme, brainstorm a list of decorations. Here is a list to kickstart your list. 

• Welcome sign on easel for front porch or entry
• Banner for mimosa bar
• Balloon garland for main seating area
• Centerpieces 
• Pictures of the bride and groom
• Napkins, plates, cutlery
• Mama “thrown” (i.e. decorated chair) for gift opening

Step 11: Research and Buy Supplies for Games

Whether you do baby shower games or an activity – or both! – you’ll need to plan ahead so you can order supplies. Etsy again has a wealth of trendy games so all you need to do is download and print. Activities can be fairly simple as well. Need idea starters? Here you go!

Step 12: Research and Order Shower Favors

Near the end of the baby shower, distribute favors. You can also have them on a table near the exit so people can take them on their way out. 

Need ideas? I wrote a blog post on what to put in baby shower gift bags. The post includes 16 ideas at a range of price points – plus packaging tips. (Because presentation is everything, right!?)

Save these Ideas

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