How to Organize a Baby Shower? The Ultimate 2026 Checklist
Organizing a baby shower should be as joyful as the celebration itself. Whether you’re throwing a chic urban soirée or a cozy backyard picnic, this ultimate 2026 Babylist will guide you through every step, from setting the date and choosing a venue to embracing the hottest baby shower themes of the year. By following a clear timeline and staying on top of details like invitations, décor, menus, and games, you can create a memorable gathering that honors the parent(s)-to-be and delights guests. In this guide, we’ll incorporate expert planning tips and highlight the latest trends so your shower feels fresh, personal, and stress-free.
4 - 3 MONTHS BEFORE
Select a Date
Choose a date around the 28–32‑week mark so the expectant parent(s) are comfortable but still energized for celebration. Weekends are easiest for out‑of‑town guests, but if most attendees are local, a Sunday early afternoon can be budget‑friendly and just as memorable.
PRO TIP: Avoid holidays and busy weekends (e.g., Mother’s Day, Thanksgiving, major sporting events) to make sure guests can attend.
Define Your Host & Budget
Decide who will host, this could be a friend, family member, or even the parent‑to‑be. Discuss the budget openly and consider splitting costs among multiple hosts to alleviate financial strain. Break down expenses into categories (venue, food, décor, favors) to stay on track.
Build the Guest List
Work with the parents to create a guest list that covers close family, friends, and any special co‑workers. Keep the budget and venue capacity in mind when finalizing numbers.
Choose a Theme & Décor
Select a baby‑shower theme that reflects the parents’ style and sets the tone for the party. Popular 2026 options range from neutral palettes and woodland motifs to bold “dopamine” color schemes, celestial/zodiac influences, and whimsical picnic‑style themes. Align your décor, balloons, banners, table settings, with the chosen theme for a cohesive look.
PRO TIP: When picking a theme, consider seasonal elements and the venue ambiance; this helps reduce decoration costs and enhances your party’s aesthetic.
Book the Venue
Secure your location now that your guest list is set. Ensure the venue meets your needs for capacity, accessibility and amenities. Check if packages include tables, linens and catering, these can save time and money.
Send Invitations
Design and send physical or digital invitations, making sure to include the theme, date, time, venue and RSVP details. Allow guests sufficient time to respond (ideally 4–6 weeks in advance).
2 MONTHS BEFORE
Hire Your Vendors
Secure your key professionals well in advance. Start by booking your DJ or MC, photographer/videographer, decorator or florist, and any special entertainment (such as live musicians or caricature artists). Look for vendors with clear contracts, strong communication, proper insurance, and a solid backup plan, take a look on our blog for Vendors Selection.
PRO TIP: Ask your venue for a preferred vendor list; partnering with familiar professionals often streamlines coordination and ensures higher quality
Plan Activities & Games
Select a few light‑hearted games to break the ice and keep guests engaged. Popular choices include:
Baby Name Scramble: Provide mixed‑up letters and have guests race to unscramble baby‑related words.
Guess the Baby Food: Blindfold participants and have them taste and identify different baby foods.
Advice for the Parents: Ask each guest to write a piece of advice or a wish for the baby on a card; collect them in a keepsake box.
Buy or Make Party Favors
Thank guests with small tokens of appreciation. Some baby‑shower‑friendly ideas include:
Mini succulents or seed packets (“watch our family grow”).
Scented candles or bath salts in pastel jars.
Personalized cookies or chocolates packaged in theme‑matching boxes.
If you’re crafting favors yourself, set aside time now for assembly so you’re not rushed on the eve of the event.
ONE MONTH BEFORE
Finalize Menu & Drinks
Whether you’re serving brunch bites or a full lunch, confirm dish selections with your caterer or venue, remembering to accommodate dietary restrictions. If you’re preparing food yourself, start testing recipes, make a shopping list, and make sure to buy enought.
Color Palette
By now you should have a solid idea of your theme; it’s time to lock in your colors and décor details. Decide on a unified palette for linens, tableware and florals, and confirm any specialty rentals or decorative elements.
PRO TIP: Keep décor cohesive by carrying your palette from invitations through to balloons, centerpieces and favors.
2 WEEKS BEFORE
Confirm Headcount & Payments
Reach out to any guests who haven’t yet responded to ensure you have an accurate headcount. Share final numbers with your venue and caterer and settle outstanding balances or deposits to avoid last‑minute payment stress.
Create the Program & Timeline
Map out a detailed schedule for the event, including when guests arrive, when games and activities start, meal service timing, gift opening and closing remarks. Share this timeline with co‑hosts and vendors to keep everyone on the same page.
Plan Room Layout & Place Cards
Sketch a layout that positions gift tables, food stations, seating and game areas logically. If you’re hosting a seated meal, prepare place cards to designate seating for each guest, this adds a polished touch and helps manage flow, for more information, take a look on our guest list blog. Work with your venue to ensure the arrangement fits the space and complies with accessibility needs.
Gather & Prep Supplies
Double‑check that all decorations, tableware, games supplies, and favors are ready to go. If catering yourself, shop for groceries and start prepping dishes that can be made ahead of time.
PRO TIP: Pack a “day‑of” kit with extra tape, scissors, batteries, chargers, and a phone stand for capturing photos.
DAY OF EVENT
When the big day arrives, a little preparation goes a long way toward ensuring everything runs smoothly. Here’s how to stay organized and enjoy the celebration alongside your guests:
Arrive Early for Setup: Give yourself plenty of time to arrange seating, décor and activity stations. Test any audio‑visual equipment and set out materials for games. Have a printed copy of your timeline to reference throughout the event.
Assign Roles to Helpers: Designate someone to greet guests, another to manage games or activities, and a third to oversee food and beverage refills. This allows you to relax and be present with the guest of honor.
Stick to a Flexible Schedule: Use the two‑hour framework as a guide—welcome and mingling, brief introductions, games and activities, then food, gift opening and closing remarks. Be willing to adjust if certain activities take longer or guests are particularly engaged.
Keep an Emergency Kit: Pack essentials such as scissors, tape, extra utensils, stain remover wipes, a first‑aid kit, and phone chargers. These small items can save the day if something unexpected arises.
Capture the Moments: Have a designated photographer or set up a self‑serve photo booth with props. Encourage guests to take pictures and share them with the parents‑to‑be so they can look back on the memories.
PRO TIP: Create a playlist that transitions seamlessly between mingling, games and meal‑time to maintain ambiance and keep energy levels up.
Ready to Celebrate? Let Villa Russo Host Your Baby Shower
At Villa Russo, we’ve welcomed countless families to celebrate life’s sweetest milestones. Our charming castle‑inspired venue offers a range of spaces, from intimate rooms perfect for cozy gatherings to elegant halls fit for larger celebrations. Our experienced team will be with you every step of the way, from your first tour and planning session to the final toast on shower day.
If you’re dreaming of a beautifully curated baby shower without the stress, we’re here to make it happen. Reach out to our banquet managers to schedule a tour, check availability, or discuss customized packages. We can’t wait to help you create memories that will last a lifetime!