Planning Guide
How to Organise a Baby Shower
Step-by-step guide to planning a baby shower. Covers guest management, dietary restrictions, venue capacity, gift coordination, and timing with due dates — with free RSVP tools included.
Planning a baby shower involves coordinating far more moving parts than most events: pregnancy-safe menus, venue capacity for mixed groups, gift list management, and timing everything around a due date that might shift. This guide walks you through everything from choosing your shower format to managing dietary needs and coordinating gifts — with practical tips built specifically for expectant parents and shower organisers.
The format you choose determines your planning timeline, guest list size, and logistics. Most importantly, it determines how you'll handle dietary restrictions and when you need to send invites.
Select your shower type and plan your timeline accordingly
Traditional shower (4-6 weeks before due date), baby sprinkle (after first baby, 2-4 weeks before due date), gender reveal (12-16 weeks, separate from main shower), baby-Q BBQ (outdoor, 3-4 weeks before), virtual shower (can be closer to due date, 2-3 weeks), or sip and see (after baby arrives, 2-4 weeks postpartum). Timing around the due date is critical — too early and guests feel disconnected, too close and the mum-to-be might go into labour or be too uncomfortable.
Decide on guest size based on mum-to-be's preference
Intimate (15-20 people), traditional (30-50), large celebration (50+). Discuss with the expectant parent first — some prefer small gatherings due to anxiety, others want a big celebration. This directly impacts venue size and food planning.
Set a firm date early
Choose your date 8-10 weeks before the event, accounting for the due date buffer. If planning a traditional shower, aim for 4-6 weeks before due date so the mum-to-be is still comfortable attending. Lock this in with the mum-to-be and co-host immediately.
Clarify gift expectations upfront
Will you manage a registry? Coordinate group gifts? Ask for no gifts? Virtual contributions? Decide this before invites go out so guests know what to expect.
Frequently asked questions
When should I plan a baby shower around the due date?
Traditional baby showers are best 4-6 weeks before the due date. This timing means the mum-to-be is still comfortable (not in those final heavy weeks) but close enough to baby's arrival that the shower feels immediate and relevant. A baby sprinkle (for second+ babies) can be 2-4 weeks before due date. Virtual showers can be closer since there's no travel discomfort. Avoid planning within 2 weeks of due date — by then the mum-to-be is usually exhausted and uncomfortable.
How do I handle dietary restrictions for pregnant guests?
Ask about dietary needs in your RSVP, specifically calling out pregnancy-safe accommodations. The mum-to-be and any pregnant guests will need pasteurised dairy, fully cooked proteins, and no unpasteurised foods. Have a separate catering note: all spreads must be pasteurised, deli meats must be heated to steaming, no soft cheeses, no raw fish. Label all food clearly. If you're unsure about any item, err on the side of caution and exclude it. Consider dietary vegans, gluten-free, and allergy needs separately. Most caterers understand 'pregnancy-safe' now, so just ask.
How many people should I invite and what venue size do I need?
Start by asking the mum-to-be her preference: intimate (15-20), traditional (30-50), or large (50+). Confirm with her that she's comfortable with that size. Then choose a venue that holds 20% more than your expected RSVPs (so a 40-person RSVP needs a 50-person capacity space). Remember that pregnancy guests need more space and bathroom access. Avoid venues that are too small — they feel cramped. Avoid huge venues for small showers — they feel empty and disappointing. Aim for venues where your expected headcount fills 70-80% of the space.
Should I use a registry and how do I coordinate gifts to avoid duplicates?
Discuss with the mum-to-be first. Some want a registry (easier for guests), some prefer a gift list with a 'sign-up to avoid duplicates' system, and some want no gifts. If using a registry, include the link in all invites. If coordinating manually, create a shared Google Sheet guests can access to sign up for specific items. Update it weekly and remind guests at each communication. For online/shipped gifts, add a note in invites: 'Please send gifts to [address] or [Amazon wishlist] — no need to bring physical gifts to the shower.' Virtual showers almost always use wishlists or shipped gifts.
What's the best way to track gifts and send thank-you notes?
Create a spreadsheet immediately after the shower with: guest name, item given (or monetary amount), whether thank-you note is sent. If you have a lot of gifts, add a photo column. Share with the mum-to-be or co-host so thank-yous are accurate. Physical gifts should be opened at the shower so you know who gave what. For shipped gifts, ask guests to include a card. For money gifts, ask people to note their name (Venmo, envelope, etc.). Get thank-yous sent within 2 weeks while guests remember the event.
How do I ensure a good RSVP rate?
Use Who's In for your RSVP (no login required for guests), set a clear capacity limit to create gentle urgency, and send reminders at 6 weeks, 4 weeks, 2 weeks, and 48 hours out. In your initial invite, include the full event details, parking info, dietary options, and registry link so guests don't have questions. Expect 60-75% RSVP rate; plan for 70% of invited guests. For very local events or close friend/family showers, rates can be higher (75-85%). For larger community showers, assume 60%. Always follow up with non-responders at the 2-week mark: 'Hope to see you — final RSVP needed by [date].'
What's the ideal length for a baby shower?
2-2.5 hours maximum. Pregnant women tire quickly and standing or sitting for too long is uncomfortable. A good flow: 20 minutes arrival/mingling, 30 minutes food, 45 minutes main activity or games, 20 minutes cake/dessert, 20-30 minutes gift opening (if applicable). Build in buffer time for conversation and bathroom breaks. Starting and ending on time shows respect for guests' schedules and for the mum-to-be's energy. Avoid events that stretch to 3+ hours unless it's a large celebration specifically planned for extended time.
Should I do games and activities? What works for pregnant guests?
Games are nice but optional. Avoid anything that requires standing, bending, running, or physical exertion. Good choices: seated prediction games (guess baby's birth date/time/weight/name), advice cards (guests write parenting tips), trivia about the mum-to-be, memory games about pregnancy/motherhood. Virtual showers work well with trivia and breakout room games. Keep games short (15-20 minutes) and make participation optional — not everyone enjoys games. Many shower hosts skip games entirely and just do food, conversation, and gift opening. Ask the mum-to-be what she'd enjoy.
How do I organise a virtual baby shower?
Use Who's In to send the Zoom/Meet link to RSVPs. Send link 24 hours before and 1 hour before event. Keep virtual showers to 90 minutes max (screen fatigue). Do: open with 10-15 min casual chat, games in breakout rooms, main activity, then gift/closing chat. Gifts are typically shipped beforehand or given via Venmo/Amazon. Ask guests to bring their own snacks and drinks to make it social. Record the event with permission. Send recording link to those who couldn't attend. Virtual showers work especially well when guests are spread geographically or when the mum-to-be can't travel easily (high-risk pregnancy, mobility issues).
What's the best tool for managing baby shower RSVPs and dietary needs?
Who's In is built for this. It's free, requires zero app downloads for guests, allows you to collect dietary notes in RSVPs, sends automatic 48-hour reminders (which cuts no-shows by 30-40%), and lets you set capacity limits with waitlists. You can add your full event details, parking info, and registry links right in the event description. Guests RSVP in seconds. The built-in RSVP comments let you track dietary needs and gifts without juggling spreadsheets. Used by hundreds of baby shower organisers globally.
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