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The Ultimate Baby Shower Planning Guide: Everything You Need for a Picture-Perfect Celebration
- Apr 6
- 6 min read
Planning a baby shower for a family member or friend? We’ve had the privilege of hosting many fabulous showers, and we know that the secret to a stress-free event is starting early and staying organized. This baby shower planning guide provides a checklist of the major steps starting at six months before to the big day— so you can be sure that nothing falls through the cracks. And we sprinkled in helpful ideas and tips to spark you creativity.
The Planning Begins: 4-6 Months Out
The earlier you begin your baby shower planning, the more options you will have. Specialized vendors and popular baby shower venues often book up four to six months in advance.
Confirm the Date: Coordinate with the mom-to-be and key family members.
Budget and Guests: Determine your headcount and budget to help narrow down your venue search.
Venue Selection: Book your space as soon as possible to ensure your preferred date is available.
Reserve Key Vendors: Research and book caterers, balloon artists, and other in-demand party services.
Getting Creative: 8-12 Weeks Out
Two to three months before the event is when the design planning begins.
Inspiration Boards: Use Pinterest, Etsy, or Instagram to create a mood board for a cohesive aesthetic.
Theme and Colors: Choose a palette that will carry through your decor, florals, and signage.
Floral: determine what type of floral (flower types, fresh or faux, or mix), arrangements and if you will be using an vendor or prefer DIY.
Baby Registry: be sure to have the baby registry link/to include in the invites
Invites + Signage: design and order invites (print or digital - there are so many wonderful options), and list the types of signs, table cards, etc. that you will be needing.
City Talk Tip: When you book an event space like City Venue Event Center, ask about what's included. Our event packages include at no extra charge a large
decor closet that includes vases, centerpiece stands, table runners and linens, lighting, a coffee bar and more, that can seriously cut your budget. Also included are canvas TVs that can play and loop picture slide shows and videos for an extra special touch.
Bringing it All Together: 6-8 Weeks Out
You’ve chosen your theme, colors, decor concepts; you have your guest list ready - now it’s time to bring all the pieces together.
Invitations: send formal invitations (paper or digital — both are totally acceptable!)
Decor: order or DIY your decor pieces — custom items especially need lead time
Setting the Table: plan your centerpieces and tablescaping
Photos + Backdrops: if you plan on having a slide show or videos as part of the event, start gathering and indexing; if you will be a having a backdrop or photo wall for capturing day-of pics with guest and the parents-to-be, order now.
Dessert Table: plan the dessert table display - these are so popular and can be a key decor component for any event
Favors + Game Prizes: decide on what these will be, based on your theme
Balloon Arrangements: begin working with your balloon artist to design and choose your arrangements based on your event theme.
Baby Shower Trends We're Seeing in 2026
If you are looking for fresh ideas to spark your creativity, here is what we are seeing this year:
Earthy Tones: sage, butternut, navy blue and other warm, earthy tones are being used frequently paired with vintage style teddy bears, dolls and toys.
DIY Ballon Garland: many hosts are creating their own balloon garland, using how-to videos from You Tube and TikTok.
Baby Brewing: a super cute way to bring in a mid-morning brunch shower with a customized coffee bar. At City Venue we offer a complimentary coffee bar and have a neon sign our customers can use the says “baby brewing”.
Interactive Flower Bar: A popular interactive favor where guests can assemble their own small bouquets of wildflowers to take home.
Sustainable Celebrations: using compostable silverware and place settings are becoming more of a trend in 2026.
Elevating Desserts: Arranging desserts into a display that has a major WOW factor, serving a distinct decor item are super hot right now.
The Nitty Gritty: 2–4 Weeks Prior
With one month to go, you're ready to finalize all the details.
Guest Count: confirm headcount for any vendors and for purchasing anything needed for games, favors, and activities.
Menu: finalize your menu and place order with caterers.
Cake + Desserts: order the cake or desserts for the display table
Activities and Games: choose what games and activities to play and order/stock needed items such as pens, pencils, index cards, clipboards, etc.
Favors: design and prep guest favors and game gifts.
Support Team: determine what help you’ll need day of for setup and breakdown.
Baby Shower Games: Low on Stress, Big on Fun
Games create camaraderie and lasting memories. Some crowd favorites include:
Baby Bingo: works for any group size and always well received.
Baby Item Price Guessing Game: big hit always, surprisingly competitive and hilarious
Mommy's Cravings' Taste Test and Midnight Snacks: an opportunity for the mom-to-be to share her experience
Baby Photo Guessing Game: ask guests to submit a baby picture with RSVP and create a “Who Is This” guessing game. A great way to fete your guests.
Advice Cards for the Parents-to-Be: creates a keepsake they'll treasure.
The Final Stretch: 1 Week Prior
One week prior to the event, it's time to inventory and organize all the pieces.
Vendor Confirmation: confirm with all vendor times and logistics, answer any questions
Decor: inventory, prep and organize all decor items
Venue: confirm setup and breakdown access with your venue
Gift Table: prepare what you’ll need for the gift table area and prep a card basket.
Signage: determine where you will need to put your signage and anything needed for day of placement such as double-back tape, scissors, twine, etc. Think about including a welcome sign that greets guests - it’s always a nice touch.
Last Minute Items: make a shopping list for any last-minute items you have overlooked.
The Big Day: Small Touches That Matter Most
The day has arrive and everything is ready to go. It’s now time to check the tiny details that elevate an event from nice to unforgettable:
Signage: a nice addition to event signage is a welcome sign at the entrance to greet guests.
Restrooms: adding fresh flowers to the bathroom is simple, sophisticated touch.
Place settings: consider using charger plates for an instant upgrade.
Tent Cards: label your food display with cute tent cards.
Gift Table: adding a bow capture and display makes gift opening fun for the guests.
Music + Photos: playing a soft playlist is a wonderful way to enhance the event; setting it to a rotating photo display makes it that much more memorable.
Guest Welcome: put a small welcome card on each seat from the host is a great way to make your guest feel extra special.
City Talk Tip: A Note on Choosing the Right Venue
City Venue Event Center was designed for these kinds of celebrations. Our open-concept space is a blank canvas you can transform into whatever vision you have. And our built-in decor closet means you have access to quality pieces that will stretch your budget, and our neon baby shower lighting that is included in our package along with a complimentary coffee bar and canvas display TVs, have been designed to make your occasion as special as possible.
We take care of the space. You take care of the memories.
THE ULTIMATE BABY SHOWER CHECKLIST
4-6 Months Out
Set date, guest count, and budget
Book venue
Research and book key speciality vendors
8-12 Weeks Out
Choose theme, colors, and florals
Lock in baby registry
Design and order invites and events signage
6-8 Weeks Out
Send invites
Order decor pieces
Plan centerpieces, tablescapes and dessert table
Finalize favors and games
Confirm speciality vendors and choose options
2-4 Weeks Out
Confirm guest counts
Finaliza menu
Order cake and desserts
Prep for favors and games
Assign support team
1 Week Prior
Confirm vendors
Inventory and organize decor
Confirm setup and breakdown with venue
Map out gift table and signage placement
Create last minute items list
Breathe. You've got this.
Ready to book your baby shower?
City Venue Event Center is available for private events every day of the week. We'd love to be part of your celebration. Reach out to us directly to ask about packages, the decor closet, and what's included with your booking.
Because every baby deserves a beautiful welcome to the world.
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