So, you've been tasked with planning a baby shower—or maybe you're considering hosting your own (hey, it's allowed these days!). First off, congrats on being part of such a meaningful event. A baby shower isn't just about gifts and games—it's about celebrating new life, showing love to the parents-to-be, and making memories with friends and family.

Now, if you're wondering how to plan a baby shower without losing your mind, don't worry. With the right guidance (and this blog), you'll be a planning pro in no time.

Whether it's your first time or your fifth, this baby shower checklist will help you throw a party that's joyful, fun, and totally unforgettable!

Here's your ultimate baby shower planning checklist to guide you from start to finish.

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1. Decide Who's Hosting (Teamwork Makes The Dream Work)

Traditionally, a baby shower is hosted by a friend or a close family member, but there are no hard rules. Some parents co-host their shower or have multiple showers thrown by different groups—work friends, family, etc. Decide early on who's leading the charge, or form a team to divide tasks.

Host's Responsibilities:

• Sending invites
• Organising food and drinks
• Planning games or activities
• Handling decorations and party favours

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2. Set The Budget

A budget helps keep expectations realistic. Are you planning a small, intimate gathering or a big bash? The budget will affect everything—from the venue to the menu.

Budget Categories:

• Venue rental (if not at home)
• Invitations (digital or printed)
• Decorations and supplies
• Food and beverages
• Cake or desserts
• Games and prizes
• Party favors
• Photo booth rental (worth every penny for fun & memories!)

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3. Pick The Date And Time

When you're planning a baby shower, timing is everything. Most showers happen during the 28-34 week mark of pregnancy. This sweet spot is late enough for a clear baby bump but early enough that the guest of honour isn't too uncomfortable.

Extra Timing Tips:

• Weekend afternoons are popular, but brunch showers are also a hit.
• Check with key guests before finalising the date.
• Allow 2-3 hours for the shower—long enough for fun, short enough to avoid fatigue.

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4. Choose The Venue 

Where you host the shower depends on the guest list, budget, and vibe.

Venue Options:

• Home: Cosy and cost-effective.
• Restaurant/Café: Great for minimal setup and clean-up.
• Community Hall/Event Space: Ideal for larger groups.
• Outdoor Space: Parks or gardens are perfect for sunny days—just have a backup plan!

Ensure the venue has enough seating, restrooms, and a good spot for a photo booth!

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5. Create The Guest List 

Start with the parents-to-be's must-haves, then add close friends, family, and colleagues if appropriate. Be mindful of venue size and COVID-era comfort levels.

• Keep it intimate or go big—just make sure the guest of honour is on board.
• Double-check spellings and addresses for invites.

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6. Send Out Invitations 

Once you’ve locked in the date and venue, it’s time to spread the word. Sending out invitations 4–6 weeks before the shower gives guests enough time to plan, RSVP, and shop for a thoughtful gift. Whether you’re going digital or traditional with printed cards, make sure to include all the essential details so there’s no confusion:

• Date, time, and location
• RSVP details (give a date at least a week before the event)
• Registry information
• Dress code or theme details (if any)

Digital or Printed?

• Digital: Quick, eco-friendly, and easy to track RSVPs.
• Printed: Formal, tangible, and keepsake-worthy.

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7. Choose A Theme (Or Just A Colour Palette) 

Choosing a theme or a consistent colour palette can bring your baby shower together beautifully. It adds charm, creates a cohesive look across decorations, invites, and table settings, and makes decision-making a lot easier.

 A well-chosen theme also helps guests know what to expect and adds that extra special touch that makes your celebration feel thoughtfully planned. From soft and elegant to bold and playful, here are some popular ideas to inspire you:

• Neutral Elegance: Whites, golds, and greens for a timeless, sophisticated look
• Classic Pink or Blue: Traditional, simple, and always a crowd-pleaser
• Adventure Awaits: Maps, globes, and travel-inspired elements that hint at the journey ahead
• Rustic Chic: Think burlap, lace, wood accents, and mason jars for a cosy, down-to-earth vibe
• Tropical Paradise: Bright colours, pineapples, palm leaves, and flamingos for a vibrant, sunny feel

Not into themes? Stick with a colour scheme! Matching decorations, tableware, and even photo booth props can still make everything feel cohesive.

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8. Plan The Menu 

The food doesn't have to be fancy—it just has to be delicious! Think about the time of day and preferences of the parents-to-be.

Menu Ideas:

• Brunch: Mini quiches, pastries, fruit platters.
• Lunch: Finger sandwiches, salads, sliders.
• Sweet Table: Cupcakes, cookies, cake pops.
• Drinks: Mocktails, lemonade, coffee, tea.

Bonus: Custom desserts or a cake that matches the theme are always a hit (and look great in photos!).

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9. Organise Activities & Games

Games add fun and laughter to the party. Keep them light-hearted and optional—some guests may prefer mingling or snapping pics in the photo booth!

Game Ideas:

• Guess the Belly Size: Measure with a string—the closest guess wins!
• Baby Name Race: Alphabet-style baby names in a minute.
• Diaper Raffle: Bring diapers and enter to win a prize.
• Advice Cards: Guests share parenting tips or wishes for the baby.

Prizes for winners? Absolutely! Gift cards, candles, or small treats are perfect.

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10. Decorate The Space 

The décor sets the tone and makes everything feel festive, welcoming, and thoughtfully put together. Whether you’re hosting a casual backyard gathering or an elegant afternoon tea, the right decorations help create the atmosphere you want your guests to experience..

Must-Haves:

• Balloons, streamers, and banners
• Centrepieces (flowers, candles, or themed items)
• A dedicated photo booth area with props and a backdrop
• A table for gifts and favours

Pro tip: Less is more—choose a few key pieces that pop rather than overwhelming the space.

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11. Set Up a Gift Registry 

Help guests know what the parents truly need—and avoid unnecessary duplicates—by setting up a clear and easy-to-access baby registry. A well-organised registry not only guides friends and family toward practical, thoughtful gifts but also ensures a balanced mix of essentials:

• Diapers, wipes, onesies.
• Add a few fun items: toys, books, and blankets.
• Offer price variety to suit different budgets.

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12. Plan Party Favours 

Send guests home with a little something to say thanks for coming and for being part of such a special day. Thoughtful party favours are a lovely way to show appreciation and leave a lasting impression. Whether it’s a sweet treat, a small keepsake, or a personalised item tied to your baby shower theme.

Favour Ideas:

• Mini candles or soaps
• Succulents or seed packets
• Custom cookies or chocolates
• Photo booth prints with a thank-you note

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13. Book A Photo Booth for Extra Fun 

Want to elevate your baby shower and create lasting memories? A photo booth is the ultimate crowd-pleaser. It brings guests together, adds a fun and interactive element to the event, and provides instant keepsakes that everyone will love. 

Why It Works:

• Guests love interactive fun.
• Instant keepsakes for everyone.
• Matches your theme with custom props.
• Captures candid moments effortlessly.

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The Complete Baby Shower Planning Checklist

8-6 Weeks Before:

• Finalise the guest list and budget.
• Book venue and vendors (including photo booth!).
• Choose a theme and menu.

6-4 Weeks Before:

• Send invitations.
• Plan games and order supplies.
• Create a registry (if needed).

2 Weeks Before:

• Confirm RSVPs.
• Buy decorations, favours, and prizes.
• Finalise food and drinks.

1 Week Before:

• Decorate the venue.
• Set up tables, chairs, and a photo booth.
• Double-check everything!

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Conclusion on How to Plan a Baby Shower

You've now got everything you need—the plan, the checklist, and the inspiration—to throw a meaningful and fun baby shower. From selecting the perfect date and venue to curating a thoughtful guest list, creating a cosy atmosphere, and picking out those adorable favours, you're fully prepared to host a celebration that the parents-to-be (and their guests) will cherish forever.

Now, if you want to add that extra sparkle, that "wow" factor that keeps people smiling long after the last piece of cake is eaten, we've got just the thing. Let The Photo Booth be part of your special day. Imagine your guests laughing together, striking fun poses with themed props, and taking home printed memories they'll treasure.

Visit The Photo Booth today to explore our packages or contact us to learn more about our services. Let's make your baby shower as beautiful, joyful, and unforgettable as the little one you're celebrating. Together, we'll bring your vision to life—with style, laughter, and a camera-ready smile every step of the way.

Because every moment matters—and we're here to help you capture them all.

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Frequently Asked Questions About Baby Shower Planning

How Early Should You Start Planning A Baby Shower?

It's best to start planning 6-8 weeks. This gives you time to secure a venue, send invitations, plan the menu, and organise decorations and activities.

Who Typically Hosts The Baby Shower?

Traditionally, a close friend or family member hosts, but today anyone can! Some parents even co-host their own showers or have multiple showers with different groups.

What's the Difference Between A Gender Reveal And A Baby Shower?

Great question! A gender reveal announces the baby's gender, often with a fun surprise (balloons, cake, etc.). A baby shower celebrates the upcoming birth with gifts, games, and well wishes. Some people combine both, but they're usually separate.

Do You Need A Theme For A Baby Shower?

Nope! A theme is optional but helps guide your decorations and activities. Even a simple colour scheme can make the event feel coordinated and festive.

Is A Photo Booth Really Worth It For A Baby Shower?

Absolutely! A photo booth adds fun, entertainment, and instant keepsakes for guests. It's a perfect way to capture the day's joy and create lasting memories.