Baby Showerbaby-shower-planning baby-shower-checklist

Baby Shower Planning Checklist: Week-by-Week Guide for Hosts

RevealTogether Team•January 22, 2026

6 min read

Baby Shower Planning Checklist: Week-by-Week Guide for Hosts

Planning a baby shower can feel overwhelming, but with the right timeline and checklist, you'll create an unforgettable celebration without the stress. This comprehensive guide breaks down everything you need to do, week by week.

Whether you're hosting in-person, virtually, or a combination, this checklist has you covered.

Before You Start: Quick Questions

Before diving into planning, answer these essential questions:

•Who's hosting? Just you, or co-hosting with others?
•What's the budget? Set a total and stick to it
•In-person, virtual, or hybrid? This affects almost every other decision
•Does mom want a theme? Check her preferences first
•Is there a gender reveal? Plan this as the highlight!
•What's mom's comfort level? Consider her pregnancy stage

8 Weeks Before

Big Decisions

• Confirm with mom-to-be on date preferences
• Set the budget (average: $100-500 depending on size and location)
• Decide: in-person, virtual, or hybrid
• Choose a theme (if desired)
• Create initial guest list with mom

Venue & Platform

For in-person:

• Scout venue options (home, restaurant, venue rental)
• Check availability for your preferred dates
• Book venue with deposit if required

For virtual:

• Choose your video platform (Zoom, Google Meet, etc.)
• Test the platform yourself
• Decide if you'll send party boxes to guests

Gender Reveal Planning

If including a gender reveal:

• Decide how to keep the gender secret
• Visit RevealTogether to learn about synchronized reveals
• Coordinate with whoever knows the gender (doctor, ultrasound tech, trusted friend)

6 Weeks Before

Guest List & Invitations

• Finalize guest list with mom
• Collect email addresses and/or mailing addresses
• Choose invitation style (digital or physical)
• Design or purchase invitations

Invitation Details to Include

• Date and time (with time zone for virtual guests)
• Location or video call link
• RSVP deadline and method
• Baby registry link(s)
• Theme or dress code (if any)
• Special instructions

Registry

• Help mom set up online registry if not done
• Confirm registry links work
• Review registry for variety of price points

4 Weeks Before

Send Invitations

• Send all invitations
• Follow up with anyone whose contact info bounced
• Create RSVP tracking spreadsheet

Plan Activities

• Choose 3-5 games (see our baby shower games guide)
• Purchase game supplies/prizes
• Create printables or game materials
• Plan gift opening logistics

Gender Reveal Setup

If doing a gender reveal:

• Create your RevealTogether event
• Have the gender keeper enter the gender secretly
• Test the link to make sure it works
• Plan where this fits in your timeline

Food & Drinks

For in-person:

• Plan menu (DIY, catering, or potluck)
• Book caterer if using one
• Plan any special dietary accommodations
• Order/plan cake or desserts

For virtual:

• Decide if sending party boxes
• Order party box contents if yes
• Plan what mom will have for refreshments

3 Weeks Before

Decorations

For in-person:

• Order or purchase decorations
• Order balloons (if pre-filling)
• Plan table setup/layout
• Purchase tablecloths, napkins, plates

For virtual:

• Create or find virtual backgrounds
• Plan what to have visible in your background
• Order any props for camera view

Confirmations

• Follow up on any missing RSVPs
• Confirm venue reservation
• Confirm catering order
• Update headcount as needed

Party Boxes (Virtual Showers)

• Finalize box contents
• Package all boxes
• Mail to guests (allow 1-2 weeks for delivery)

2 Weeks Before

Final Guest Count

• Close RSVPs
• Create final guest list
• Provide final headcount to venue/caterer

Games & Activities

• Print all game materials
• Assemble game supplies
• Wrap prizes
• Create activity schedule/timeline

Photography

• Book photographer if using one
• Designate someone to take photos/screenshots
• Plan any special photo moments
• Create a hashtag if desired

Virtual Prep

• Send reminder email with link to all guests
• Include any pre-party instructions
• Test all technology again
• Prepare backup plans for tech issues

1 Week Before

Final Confirmations

• Reconfirm venue/catering
• Check weather (for outdoor events)
• Confirm all helpers know their roles
• Send final reminder to guests

Supplies Check

• All decorations received/ready
• All game materials prepared
• Prizes wrapped and ready
• Camera charged
• Emergency supplies (extra napkins, cleanup supplies)

For Virtual Showers

• Confirm party boxes have arrived
• Do a full tech rehearsal
• Test gender reveal link: RevealTogether
• Have phone numbers for guests in case of tech issues

Create Your Timeline

Sample 2-Hour In-Person Timeline:

Time	Activity
0:00	Guests arrive, mingle
0:15	Welcome, introduction
0:20	Game 1
0:35	Game 2
0:50	Lunch/Food
1:10	Gift opening
1:35	Game 3 or activity
1:45	Gender Reveal
1:55	Cake, closing

Day Before

Setup (if possible)

• Set up venue if accessible
• Arrange tables and seating
• Set up decoration focal points
• Test any electronics (speaker, screen for virtual guests)

Final Prep

• Confirm pickup time for cake/food
• Charge all devices
• Review timeline and talking points
• Pack everything you need to bring
• Get a good night's sleep!

Virtual Final Checks

• Test your internet connection
• Test camera and microphone
• Test screen sharing
• Have backup device ready
• Confirm co-host has all materials

Party Day

2-3 Hours Before

• Set up remaining decorations
• Prepare food display
• Set out games and prizes
• Do final walkthrough
• Take photos of setup (before guests arrive)

30 Minutes Before

• Start music
• Light candles (if using)
• Put out any "greet yourself" activities
• Make sure mom-to-be is comfortable and ready

For Virtual Hosts

• Open meeting room 10 minutes early
• Greet guests as they join
• Have slides/materials ready to share
• Have gender reveal link ready to share

During the Party

• Stick to your timeline (roughly)
• Make sure someone is taking photos
• Help shy guests participate in games
• Watch for mom needing breaks
• Keep energy up between activities

Gender Reveal Moment

• Build anticipation with the countdown
• Make sure everyone can see/access the reveal
• Have camera ready for reactions
• Celebrate together!

After Gifts

• Note who gave what (for thank-yous)
• Gather all cards
• Help pack up gifts for mom

After the Party

Same Day

• Help with immediate cleanup
• Gather all gifts and cards for parents
• Return rented items
• Post any photos with permission

Within 1 Week

• Send photos to mom-to-be
• Share in group chat or social media (if appropriate)
• Send the gender reveal link for guests to rewatch
• Return borrowed items

Help Mom With

• Thank-you note list (who gave what)
• Registry updates (mark received items)
• Photos to share with those who couldn't attend

Budget Template

Category	Budget	Actual
Venue	$	$
Invitations	$	$
Decorations	$	$
Food & Drinks	$	$
Cake/Desserts	$	$
Games & Prizes	$	$
Gender Reveal ($12.99)	$	$
Party Boxes (virtual)	$	$
Photography	$	$
Miscellaneous	$	$
TOTAL	$	$

Helpful Planning Tools

Make your planning easier with these free resources:

•Due Date Calculator - Schedule the shower at the optimal time (4-6 weeks before due date)
•Baby Name Generator - Use for a "guess the name" game
•Pregnancy Countdown - Share with guests before the party