Baby Showers Made Simple: A Gifter’s Guide to Great Gatherings
If you’re reading this, chances are you have a friend or family member who is expecting a special little bundle of joy soon. Chances are even better that you’ve either volunteered or been asked to host that time-honored and celebrated tradition, the baby shower. If you are a naturally gifted planner with a love for hospitality, you’re probably excited and relish the thought of pulling together an amazing event. For many people, however, that same thought can be downright daunting. You might not even know where to start, much less cross the finish line while celebrating a baby shower victory.
If that’s you, take a deep breath. You can do this, and we’re here to help with this simple, straightforward guide to hosting a successful baby shower. It’s a time-tested framework (who, what, where, when, why, and how) that we’ve thoughtfully reorganized for you in order of priority.
How
Often, one of the first questions to bubble up in the newly appointed host’s mind is, “How on earth am I going to pull this off and do a great job?” Well, you’re in luck. This guide and the valuable tips shared here are the how. Look at you–you’re off to a great start!
When
You’ve heard the expression, “Timing is everything.” Clearly, that’s not all there is to hosting a great baby shower, but it is pretty important and a great place to start. The first step is to select a date–usually early in the third trimester–by coordinating with the honored guest to ensure that the calendar is clear and no potential conflicts are in play. Identify the start and end time, and be sure to communicate all of those details in the invitation. The key is to start early, giving guests adequate lead time to receive your save-the-date notice and subsequent official invitation. You’ll also need to set an RSVP date to ensure a good head count for all the other logistics.
What
Now that you have determined the date and time, the next step is to consider everything that needs to be included in your planning.
Budget
We recommend identifying your budget right up front; it serves as the guardrails to keep the size, scope, and associated costs in line, with no unexpected bills at the end to dampen an otherwise great baby shower.
Theme
Presumably, you know the guest of honor well. And while it can be fun to have a few little surprises at the event, the theme shouldn’t be one of them. Consult with the mom-to-be about your ideas to ensure everyone is aligned on this before you rush out and buy your decorations.
Schedule
The event schedule is a more appropriate place to maintain a little mystery for the sake of fun. Map out the agenda from start to finish and add any necessary notes or directions to a checklist to help you and your team stay on track. A simple agenda to give to guests (minus all the details) might be appropriate to help set expectations.
Food and Beverage
What’s a baby shower without snacks, drinks, and treats? In most cases, the budget will largely determine whether you provide food and drink on your own or use a catering service. What does the menu look like? Is the food hot, cold, or a mix of both? What about the drinks? And don’t forget all the serving items, such as plates, silverware, napkins, cups, and serving utensils.
Activities
Baby showers bring together all kinds of people who may only share one thing in common–the guest of honor. Nametags not only help people know who’s in the room, but they also promote interaction and make it easier to strike up a conversation with folks who may not know one another. What kinds of “icebreaker” activities or games are appropriate? These choices, along with the event theme, set the tone for the fun factor.
Audiovisuals
Music and visuals are also important for creating the right atmosphere. What kind of sound systems and/or video display systems are available? Who chooses the music? Will there be a slide show of some kind running on a display somewhere? If so, who will produce that program? All good questions to have answered as soon as possible to help alleviate last-minute stress.
Party Favors
Guests should expect to be offered a token of thanks for attending and for showering the expectant mother with gifts and attention. What will those items be, and who will prepare and distribute them at the end of the shower?
Where
Now that you have an idea of what the baby shower experience will be, you need a suitable location to help bring that vision to life.
Location
Assuming the space will comfortably handle the event, many baby showers are held in someone’s home, which can be helpful in terms of access to–and control of– the environment throughout the process. On the other hand, it might prove too small, inconvenient, or disruptive to the homeowner, prompting you to explore options such as a clubhouse, a restaurant party room, or another suitable location.
Keep in mind that an outside venue is likely to add complexity and costs, including reserving the date, down payments to secure the space, food and beverage considerations, and decor.
The space has a pivotal impact on everything from budget and decorations to food, beverage, and parking logistics, so weigh your options carefully and choose accordingly. Regardless of where you choose to host, be sure to communicate any pertinent information, such as driving directions and parking options, to your guests.
Who
Now that you’ve sifted, sorted, and ironed out all of the “what”, the focus shifts squarely to the people who will experience this amazing event.
Guest List
The most important piece of this puzzle is the guest list. Always start by consulting the guest of honor to ensure all of the appropriate VIPs are represented. Then, based on your budget, room size, personal connections, and the expectations of other vested parties, build your prioritized guest list for review. Once you have the blessing from the mother-in-waiting, invitations are the next step. Be sure to include an RSVP date with clear instructions, gift registry information, and all relevant details.
Hosts
Hosting a baby shower is a big job. Beyond all the planning, preparation, and decorating, the event itself is often more than one person can manage. It’s a good idea to enlist the help of a volunteer or two to ensure everything runs smoothly–before, during, and after the event.
As the host, you’ll be meeting, greeting, and curating the overall experience. There won’t be time for you to address the food and drinks, music, photography, video, party favors, and many other details of the day. A dedicated person to record who gave what is essential for thoughtful thank-you notes to guests after the event.
Vendors/Suppliers
Another important “who” is the catering company or venue contact. At a minimum, they will need to know the event date and time, headcount, menu selections, any honoree favorites or specialty items to include, and any dietary restrictions that need to be accommodated. It’s wise to communicate early and often if vendors or venues are part of your plan.
Why
Which brings us to the all-important question: “Why?” An argument could be made that the short answer is simply “love.” And while there are myriad longer answers, at BabySoSoft, we believe these gatherings afford friends and family the opportunity to express that love in a practical, tangible way by showering special people with gifts and celebrating new life.