Free Baby Shower Planner, Checklist, and Templates

A baby shower is a celebratory event held in anticipation of the birth of a new baby.

The event typically involves friends and family gathering together to offer gifts and well wishes to the expectant mother or parents.

The significance lies in the tradition of providing support to the new parents as they prepare for the arrival of their baby. The gifts given at the shower may include practical items such as diapers, clothes, and feeding supplies, as well as sentimental items such as books, keepsakes, and toys. These gifts not only help the parents prepare for their new arrival but also demonstrate the love and support of their friends and family.

A checklist for planning a shower is a helpful tool that can assist in the planning and organization of the event. It includes a checklist of things that need to get done before the event and a schedule for when each one should be finished. The checklist can help ensure that nothing important is overlooked and can help keep the planning process on track.

This article discusses how to plan it, the checklist you should have, and some useful tips. 

Free Templates

Given below are the free templates:

Free Downloadable Hosts Baby Shower Checklist Guide as Word Format
Free Downloadable Parents to Be Baby Shower Checklist Guide as Word Format
Free Downloadable Baby Shower Checklist Template as Word Format
Free Customizable Baby Shower Planner Checklist Template 01 as Word File
Free Customizable Baby Shower Planner Checklist Template 02 as Word File
Free Customizable Baby Shower Planner Checklist Template 03 as Word File

    How Do I Plan a Baby Shower?

    Planning takes time and requires collaboration among everyone involved. To ensure the event is planned without any problems, designate people to help with the planning.

    You can follow the steps below to efficiently plan the event:

    Plan a date and time

    They are typically planned during the later part of the second trimester or the early part of the third trimester of pregnancy. This is usually between the 6th and 8th month of pregnancy. However, the exact month may vary depending on personal preferences, availability of guests, and other factors.

    It is generally recommended to avoid planning it too close to the due date, to minimize the risk of the mother going into labor during the event.

    Determine a budget

    The budget determines a lot of the other activities at the party. For example, the venue, the number of guests, decorations, food, and the games to be played.

    Create a guest list

    The list should include each guest’s address and email address so that invitations can be easily sent. In addition, the list will help the planner determine how to allocate the budget for food and decoration. It also helps to plan the seating arrangement.

    Choose the venue

    The venue depends on the number of guests, budget, and season. These events can be held in the host’s backyard or at a friend’s home if they have a more spacious backyard. The advantage of such a venue is that it is easily available and, most times, free. However, you might need to hire a venue if you are planning on inviting many people. If so, book the venue in advance to be sure about availability on your chosen date.

    Select a theme

    Setting a theme means choosing a specific concept or idea that will tie together all the different elements of the event, such as invitations, decorations, food, and favors. Themes can be based on the gender of the baby, the nursery décor, the mother’s interests, or any other creative concept. 

    Setting a theme is significant because it helps to create a cohesive and memorable experience for the mother-to-be and her guests. It can also make the planning process easier by providing a clear direction for all the different elements of the event.

    When a theme is selected, it becomes easier to choose the decorations, favors, games, and even menu items that fit the theme. Additionally, a themed event can help to create a fun and festive atmosphere that will make the mother-to-be feel special and celebrated. 

    Some theme ideas include the following:

    For a girl:

    • Pretty in pink
    • Carousel theme
    • Under-the-sea
    • Cinderella theme

    For a boy:

    • Nautical-themed shower
    • Cowboy theme
    • Lumberjack theme
    • Teddy bear theme

    Send invitations

    The invitations should be ordered at the beginning of the planning process. They should include the day, time, and venue of the event. Remember to include a dress code if there is one and the RSVP deadline. Ensure the invitations are well-drafted and send them four to six weeks before the event to give guests sufficient time to RSVP.

    Plan the décor

    The decorations depend on the theme and the budget allocated for them. If there is not enough money, handmade decorations can also be used. All non-perishable decorations should be ready three weeks before the set date. 

    The choice of food depends on the budget and the number of guests. To accommodate everyone, it is a good idea to offer options for vegetarians or guests with allergies. It is crucial to consider how the food will be served—buffet style or sit down. Remember that the mother-to-be cannot drink, so have a selection of non-alcoholic drinks.

    Plan the games

    A baby shower should be fun for everyone involved. Games are an excellent way to keep the guests engaged and active and to include everyone, especially if the guests do not know each other.

    Some options for games are:

    • Do not drop the egg.  This is the game in which the guests race while holding an egg on a spoon to see who will get to the finish line first.
    • Play dough babies. In this game, guests compete to form babies with play dough. There could be an award for the guest with the most realistic-looking baby.

    Select party favors

    Party favors are small gifts or tokens of appreciation that are given to guests as a thank you for attending the event. They can be simple or elaborate, and they can be personalized to fit the theme or color scheme.

    Here are some common examples of party favors:

    • Personalized candles
    • Miniature succulent plants
    • Customized cookies or chocolates
    • Handmade soaps or bath bombs
    • Miniature photo frames
    • Lip balms or other beauty products
    • Small bottles of wine or champagne
    • Keychains or magnets
    • Miniature baby-themed items such as pacifiers for baby bottles
    • Gift cards to a favorite store or restaurant.


    When preparing for a baby shower, it is essential to have all the details covered. Having a checklist helps you stay organized and prepare properly for the event. The section that follows contains a thorough checklist that will help you organize the event with ease.

    Nine to ten weeks before

    Preparations must be made as early as possible to give the expectant mother a chance to properly organize and sort the gifts before the arrival of the baby. A timeline must be established to manage the preparations for the party.

    You must do the following nine to ten weeks before:

    • Set a date and time.
    • Make the budget
    • Select a venue.
    • Make a guest list.
    • Confirm the baby’s gender if the mother-to-be wants a particular color theme for the party.
    • Choose a theme for the shower, and confirm with the mother whether it is appropriate.
    • Order invitations and thank you cards. 

    Six weeks before

    • Prepare and send invitations.
    • Set up the baby registry before sending out invitations so that the guests know what to buy.
    • Choose your decorations based on the theme and place an order for any that might take longer to arrive.
    • Decide whether you want to prepare food for the party yourself or look for a caterer.

    Four weeks before

    • Decide on the menu.
    • Select the desserts to be served and order them.
    • Select and order the games to be played and the prizes.
    • Book a photographer.

    Two weeks before

    • Check the status of the venue or reservations.
    • Purchase last-minute gifts from the registry, especially if they are shipped.
    • Choose whether to have a tiara, sash, or corsage for the expectant mother, and order whatever you choose.
    • Purchase a memory book.
    • Talk to guests who have yet to RSVP.
    • Decide who will drive the expectant mother to the destination.

    One week before

    • Choose a person to record the gifts that will be brought.
    • Buy any food that can be bought in advance.
    • Designate a place where the mother-to-be will sit and open her presents.
    • Confirm whether anyone would like to help.
    • Confirm the RSVP list.

    Two to three days before

    • Shop for the items on the menu and stock the bar.
    • Confirm the details of the party with other planners.

    One day before

    • Prepare the food and arrange serving supplies.
    • Place extra chairs at the venue.

    On the day of the event

    • Arrange the food and drink.
    • Set aside a place for the gifts.
    • Record all the gifts brought and the names of the people who gave them.
    • Distribute party favors.
    • Enjoy the event.

    Frequently Asked Questions

    Who should host the baby shower?

    Traditionally, the baby shower is planned by close friends or family members of the mom-to-be, such as the mother’s sister, mother-in-law, or close friends. However, in modern times, anyone can plan it, including colleagues, neighbors, or other members of the community. The key is to ensure that the person planning it is someone who is close to the mom-to-be and who is willing and able to take on the responsibility of organizing and hosting the event.

    What kinds of gifts are appropriate at a baby shower?

    Appropriate gifts are usually listed on the registry. But if there is not one, the attendees may bring items the parents will need during the first few months after the baby is born.

    What are co-ed showers?

    Co-ed showers are showers that are designed to include both men and women as guests. In co-ed showers, the traditional gender roles are broken, and both the mother-to-be and the father-to-be are celebrated equally. Co-ed showers are becoming increasingly popular because they offer an opportunity for both parents to participate in the celebration of the new baby and to share the joy and excitement of the impending arrival with their friends and family.
    Co-ed showers can be planned in the same way as traditional baby showers, with games, food, and decorations that are suitable for both men and women.

    Who should be invited to this event?

    Typically, the guest list includes close friends and family members of the mother-to-be, as well as the father-to-be and his family members and friends. Co-workers, neighbors, and other members of the community who are close to the mom-to-be may also be invited to the event. Ultimately, the guest list should be made up of people who are close to the mom-to-be and who are excited to celebrate the upcoming arrival of the new baby.

    About This Article

    Maureen Taylor
    Authored by:
    Certified Microsoft Office Specialist, Design, Template Creation, Form Building
    Maureen Taylor is a recognized authority in the Microsoft Office suite, holding a distinguished certification that underscores her mastery. Based on her in-depth knowledge and hands-on experience, Maureen excels in design, seamlessly crafting visually compelling and functional assets. Her prowess extends to the creation of custom templates tailored to specific needs and the design of interactive forms that streamline data capture. Maureen's meticulous approach, combined with her knack for understanding user requirements, ensures that every project not only meets but often exceeds expectations. For businesses and individuals seeking an expert who can translate their vision into efficient Microsoft Office solutions, Maureen Taylor is the definitive choice.

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