Baby Shower Planning & RSVP Checklist

Choose a shower date (4-6 weeks before due date)

Aim for 4-6 weeks before the due date—late enough that mum-to-be isn't overdue and can still attend comfortably, early enough that she won't be bedridden or in late-pregnancy discomfort. Avoid overlapping with other local baby showers in your social circle. Weekend mornings or early afternoons work best so heavily pregnant guests aren't out during evening fatigue hours.

Check venue capacity and accessibility for pregnant guests

Book a venue with comfortable seating (pregnant guests cannot stand for hours), easily accessible bathrooms located nearby (frequent bathroom breaks are non-negotiable), and climate control (overheated pregnant bodies are miserable). Confirm max capacity, parking availability close to entrance, and wheelchair accessibility for guests with mobility needs. Avoid venues with stairs or long walks from parking.

Create your RSVP event on Who's In

Set up your baby shower at whos-in.app/create with the specific due date context in your description so guests understand the timing urgency. Add a custom RSVP form asking: (1) will you attend, (2) dietary restrictions and allergies, (3) are you also pregnant or nursing (affects food preferences), (4) gift preferences or registry link. Collect phone numbers for delivery-day messaging if mum-to-be goes into early labour.

Set up a shared baby registry or gift list link

Create or gather registry details (Target, Amazon, babylist, Babylist, or a shared spreadsheet with specific items, quantities, and price ranges). Add the registry link directly to your Who's In event description so guests can browse and claim items without asking 'what should I bring?' Include a note that gifts should be newborn essentials or nursery items—not just decorative baby gear.

Collect dietary restrictions and allergy information upfront

Add a detailed dietary question to your RSVP asking for: allergies, vegetarian/vegan/pescatarian preferences, religious dietary restrictions (halal, kosher, no pork), pregnancy-safe food preferences (some guests may also be expecting and avoiding deli meats, raw fish, soft cheeses, unpasteurised dairy), and any cultural food restrictions. Note these responses in a separate sheet for catering planning.

Set RSVP deadline at 3 weeks before shower

Give yourself time to finalise catering headcount, dietary menu planning, game supplies, and seating arrangements. A hard cutoff prevents last-minute chaos with pregnancy-safe food prep, which often requires advance ordering. Set reminders to push for responses at weeks 4 and 3.5.

Share RSVP link widely across all channels

Post in group chats, email, social media, and send direct text invitations to close family. For baby showers, a personal text or phone call to key attendees (grandparents, best friends, co-workers) gets much better RSVP response than social posts alone. Include the Who's In link and note the RSVP deadline so people take it seriously.

Confirm the mum-to-be's food cravings and aversions

Chat with the expectant parent about pregnancy-safe foods she actually wants at the shower. Pregnancy aversions are real and unpredictable—some mums-to-be can't stand the smell of certain foods, others crave specific textures or cuisines. Avoiding unexpected triggers makes the day exponentially better for her. Also confirm she's comfortable with the shower format and guest list.

Review dietary restrictions and create a catering plan

Categorise RSVP responses: vegetarian (dairy and eggs ok), vegan (no animal products), gluten-free, nut allergies, dairy-free, halal, kosher, no shellfish, pregnancy-specific restrictions (no raw fish, soft cheeses, deli meats, unpasteurised milk, undercooked meats), and any other allergies. Plan a menu that covers all groups without creating separate 'restricted' platters—mix options so everyone feels included. Consider hiring a caterer familiar with pregnancy-safe food handling.

Assign helpers for gift unwrapping and tracking

Ask a friend or family member to station themselves near mum-to-be during gift opening and track: (1) gift description, (2) who it's from, (3) what the card says. This person becomes invaluable—they prevent duplicate gifts from being purchased mid-event and make thank-you notes painless later. Provide them with a printed gift log sheet or tablet with a simple spreadsheet.

Plan games or activities suitable for pregnant guests

Baby shower games like baby bingo, 'guess the baby food flavour,' baby trivia, or diaper raffle are popular, but choose carefully: avoid games requiring physical activity, long standing times, or gross-out tasks that trigger pregnancy nausea. Games should be seated, quick (under 20 minutes), and optional to participate in. Consider a 'memory sharing' activity where guests tell favourite memories with mum-to-be instead of traditional games.

Finalise catering based on RSVP dietary data

Order or prepare pregnancy-safe menu: pasteurised cheese platters (avoid soft cheeses like brie, feta), thoroughly cooked meats (nothing rare or undercooked), fresh fruit, vegetarian protein options (hummus, roasted chickpeas), gluten-free bread or crackers, clearly labelled allergen-free sides. Confirm all meats are cooked to safe internal temperatures. Order enough vegetarian options so non-meat eaters have 3+ choices. Provide printed ingredient labels for all dishes.

Review gift list for duplicates and gaps

Check your registry tracking and Who's In notes. Identify items no one has claimed and gently encourage a few guests via message to fill those gaps. Flag any items showing duplicate claims (two people buying the same crib sheet) and reach out immediately to one of them to suggest an alternative. Create a 'gift status' doc shared with key organisers so you can see what's covered.

Arrange volunteers for setup and clean-up

Recruit 3-4 helpers for: (1) decorating and seating setup, (2) food and beverage station management, (3) gift receiving station and tracking, (4) cleanup. Assign one person specifically to manage seating arrangement with comfortable, accessible spots for the mum-to-be and elderly guests. Brief them on dietary labels and allergen separation before the event.

Confirm beverages including non-alcoholic options

Plan pregnancy-safe mocktails (alcohol-free) using pasteurised juice, sparkling cider, herbal teas safe for pregnant guests (avoid high-caffeine or herbal teas like red raspberry leaf without checking with mum-to-be first), infused water, and plenty of regular water. Pregnant guests and non-drinkers should have equally appealing options—don't make them feel left out with generic water while others get champagne cocktails.

Plan your gift unwrapping station and note-taking setup

Set up a comfortable, well-lit area for mum-to-be with: a sturdy chair with lower back support, a side table for drinks/snacks, tissues, a small waste basket for wrapping paper, and the designated note-taker stationed nearby. Position it so all guests can see the opening without crowding. Have the gift log sheet, pen, and camera ready. Test lighting and sightlines beforehand.

Send reminder with dietary confirmations

Message all RSVPs one week out reminding them of: date, start time, end time, exact location with parking info, and mention 'we're accommodating vegetarian, vegan, gluten-free, nut-free, and pregnancy-safe options.' This reassures guests with dietary restrictions that you've planned for them and reduces anxiety about what they'll eat. Include the registry link as a final reminder for gift-givers.

Check final RSVP count and update catering vendor

Log into Who's In and get your final headcount (attending + maybes). Contact your caterer immediately with exact numbers—pregnancy-safe food prep often requires 48-72 hour advance notice for proper pasteurisation, cooking, and prep. Confirm they understand no raw fish, soft cheeses, deli meats, or undercooked proteins will be served.

Confirm mum-to-be's comfort with shower format

Check in directly: Is she comfortable with the timing? Does she have any due-date-related health concerns popping up (gestational diabetes, high blood pressure, preeclampsia symptoms)? Would she prefer a shorter event, fewer guests, or a virtual backup option? Flexibility here prevents stress—her health and comfort trump shower plans every time.

Prepare a backup plan if mum-to-be goes into early labour

Have a contingency: can the shower move to a video call with 24 hours notice? Who will communicate postponement to guests? Create a group chat or use Who's In to announce any changes instantly. Pregnancy is unpredictable—some mums-to-be deliver at 36 weeks. Plan accordingly and keep a backup date in mind (two weeks out).

Create a detailed gift log template

Make a spreadsheet or printable form with columns: (1) gift description (e.g. 'Pampers size 1 diapers'), (2) quantity/size if applicable, (3) sender name, (4) card message or note, (5) who will write thank-you note. Print two copies and assign your note-taker one to fill during the event. Share a second copy with mum-to-be's partner so they can help track.

Gather decorations and shopping list for last-minute items

Collect baby shower decor (balloons, banners, table settings), disposable plates/napkins/utensils, serving utensils separate for each dietary category to prevent cross-contamination, ice for beverages, wet wipes for food prep, hand sanitiser, trash bags, baby shower games supplies, small prizes for games if planned, and a camera for photos. Do a final check on all dietary-specific food prep supplies.

Send final reminder with parking and accessibility details

Include: exact parking instructions (lot vs street, which entrance is closest), accessible entrance location, nearest bathroom location marked clearly, estimated shower duration, start time with 'arrive 15 minutes early' note, and a weather update. Pregnant guests and mobility-limited attendees will deeply appreciate this clarity and it reduces day-of confusion.

Check for last-minute RSVPs or cancellations

Review Who's In for any final changes. If someone who said maybe is now definitely coming, adjust catering. If a key attendee cancels, you may have time to reach out to a standby guest. Update your seating plan and gift expectations accordingly.

Confirm catering delivery time and dietary labels

Verify exact catering delivery time with your vendor. Request that all dishes arrive with clearly printed labels including: (1) ingredients, (2) allergens (nuts, dairy, gluten, shellfish), (3) which dietary restrictions it covers (vegetarian, vegan, gluten-free, pregnancy-safe). Confirm pregnancy-safe items are marked: no raw fish, soft cheeses, deli meats, unpasteurised dairy, or undercooked proteins.

Double-check mum-to-be's current status and comfort level

A quick text or call: How are you feeling? Any new concerns about timing or format? Is energy level ok or would you prefer shorter event? Is there anything you need day-of? This catch is invaluable—pregnant bodies change rapidly and last-minute adjustments might be needed.

Prep serving utensils and separate serving areas by diet

Gather separate spoons, tongs, and serving utensils for allergen-free foods and dietary-specific dishes to prevent cross-contamination. Label each utensil with tape (e.g. 'gluten-free only,' 'vegetarian only'). Set up your food station with physically separated zones: main proteins, vegetarian proteins, gluten-free items, allergen-free sides. Practice the setup so helpers know where everything goes.

Test all tech (music, slideshow, camera)

If you're playing background music, showing a photo slideshow of mum-to-be, or recording the event, test everything now. Check: speaker volume, slideshow transitions, camera battery, memory card space, phone chargers available. Dead batteries or tech failures kill the vibe and you'll miss capture gift-opening moments.

Arrive 60-90 minutes early for full setup

Set up seating with the mum-to-be's comfort as priority: a prominent, comfortable chair with cushioning and armrests for her (front and center so she can see and be seen), clear sightlines for all guests to watch gift opening, accessible pathways to bathrooms, water and snacks within arm's reach. Position helpers at food and gift stations before guests arrive.

Set up food and beverage stations clearly labelled by diet

Arrange food with bold, readable labels: 'VEGETARIAN,' 'VEGAN,' 'GLUTEN-FREE,' 'NUT-FREE,' 'PREGNANCY-SAFE' (no raw fish, soft cheeses, deli meats). Keep allergen foods physically separated on different tables. Have dedicated serving utensils for each dietary category to prevent cross-contamination. Set out all beverages including alcohol-free mocktails, sparkling ciders, herbal teas, and water with fruit. Have a helper stationed at food to answer questions.

Assign someone to track gifts in real-time

Your designated note-taker should be positioned directly near the mum-to-be with the gift log sheet and pen, recording each present and sender as it's opened. Have them ask guests for card messages or memorable comments about their gifts. This log becomes the mum-to-be's thank-you note bible.

Welcome mum-to-be with comfort items nearby

Have water, a comfortable pillow for lower back support, tissues, a pregnancy pillow if available, a small fan for overheating, a bathroom map marked with nearest facilities, hand sanitiser, and mints or gum for nausea. Pregnancy is physically uncomfortable—thoughtful comfort details show you care and keep her engaged throughout.

Monitor guest comfort and energy levels

Pregnant guests and others with mobility considerations may need to sit down, leave early, or take bathroom breaks frequently. Be flexible and kind—never comment on anyone leaving or taking breaks. Have chairs available throughout the space, not just around the gift-opening area. Watch mum-to-be's energy; offer to cut the event short if she's exhausted.

Take photos throughout (especially during gift opening)

Capture gift-opening moments, mum-to-be's reactions, group photos, food spreads, and decorations for memories. Assign this to a reliable person—these photos get treasured. Get a few shots of the baby registry items being opened (those are special for the registry company's 'baby shower' category if they track them).

Track actual attendance in Who's In

Note which RSVPs actually attended and any unexpected walk-ins. This data improves future baby shower RSVP accuracy and helps you understand your community's RSVP-to-attendance rate.

Deliver gift log to mum-to-be immediately

Hand over your completed gift tracking spreadsheet or notebook before she leaves the shower, or deliver it within 24 hours. She'll reference this constantly while writing thank-you notes. Make sure it includes gift description, sender name, and any card messages. This is pure gold.

Send thank-you message to all attendees within 24 hours

From the mum-to-be or organiser: thank everyone for coming, celebrating the baby, and generously contributing gifts. Include a memorable photo from the event. Keep the tone warm and genuine—people gave their time and often money to support her.

Share photos on social media (with mum-to-be's permission)

Post 3-5 best photos with a grateful caption thanking guests and celebrating the upcoming baby. Tag the venue and thank any sponsors, helpers, or caterers publicly. Ask mum-to-be which photos she's comfortable with before posting—some expectant parents are private about pregnancy photos.

Follow up with no-shows (gently)

A friendly 'we missed you' message with a note that the mum-to-be would love to see them before baby arrives often reconnects people who couldn't make it. Include a photo so they feel included in the celebration.

Collect leftover food donations or notes

If there's excess pregnancy-safe food, offer it to guests to take home or donate to local food banks (check that mum-to-be agrees first—some expectant parents want certain leftover foods). Capture any leftover gifting requests from attendees.

Review RSVP data for future events

Check Who's In analytics: what was your RSVP-to-attendance rate, which reminder got the best response, dietary breakdowns (what % were vegetarian, gluten-free, etc.), and timing insights. Use this to improve your next baby shower, gender reveal, or sip-and-see event.