Hosting a shower is exciting but without a plan, it can quickly feel overwhelming. Whether you’re organizing a baby shower, bridal shower, or housewarming, thoughtful shower planning ensures everything runs smoothly and feels stress-free.
In this guide, I’ll walk you through my step-by-step planning process with tips for timelines, organization, and thoughtful touches that will make your celebration memorable.
How to Plan the Perfect Shower
Step 1: Define the Type of Shower and Your Vision
It’s great if you already have a vision for this shower but if you do not, that’s okay. That’s what we have Pinterest for after all! Start by browsing so that you can…
- Decide on a general style or aesthetic (themed, neutral, seasonal).
- Consider the guest of honor’s personality and preferences.
This step sets the foundation for all your subsequent decisions. I am a visual person so I like to collect a handful of images that inspire me. I search for decorated food tables, floral arrangements, color palettes, etc. You want look for anything that will give you a direction to go in and then save your favorites. From here you can draw a list of what you want to execute and how.
Step 2: Set Your Guest List and Budget
Knowing the number of attendees and your budget early on makes everything else easier. You will work with your guest of honor to come up with the guest list.
- Your guest count affects venue size, seating arrangements, and food planning.
- Budget allocation: consider a venue (if using one), food and drinks, decor, favors, and extra touches. Tip: focus on reusable or versatile items to maximize your budget.
Step 3: Choose a Venue and Layout
The location of your shower will guide many aspects of your planning.
- Home: perfect for intimate showers and helps with the budget.
- Rented space: ideal for larger gatherings or if you want a special backdrop.
- Layout: plan for food stations, seating, gift tables, and photo areas to ensure smooth flow.
Remember to consider parking wherever you choose!
Step 4: Plan Your Timeline
A clear timeline keeps everything on track.
- 6–8 weeks before: finalize the guest list, confirm the date, and book the venue or decide who will host at their home
- 4–6 weeks before: send invitations, choose menu, order decor, and confirm vendors (catering, florist, rental company)
- 2 weeks before: order flowers, finalize party favors, and plan games or activities.
- 1 day before: set up tables, food stations, and decor.
- Day of: arrange food, prep drinks, and create a welcoming atmosphere.
A shower planning timeline ensures nothing is forgotten and reduces stress. If you are planning to order most of the decor yourself then be sure to plan ahead accordingly. I typically order tablecloths 4 weeks in advance to guarantee they will arrive on time.
Step 5: Organize Food and Drinks
Food and beverages are central to the celebration so don’t skimp! You don’t have to overdo it but plan to showcase the food because it’s a primary focal point for a shower.
- Keep it simple but thoughtful: grazing boards, brunch-style bites, or a dessert bar.
- Drinks: consider a coffee, tea/lemonade, or champagne/mimosa station, depending on the food you will be serving and the time of the shower.
- Presentation: elegant trays, tiered displays, or clear glass dispensers make serving seamless.
Tips:
- If you plan your shower to start at a time when most people would be eating a meal (lunch, dinner) then you will need to plan to serve a meal. If you choose a time between major meals, say, from 2pm-4pm, you can do light bites.
- Be creative – you do not have to use flat platters for food and cake stands for cakes. Mix and match! You want to add height and dimension to your food and drink stations so consider putting food on a cake stand and using more than 1 size and style.
Step 6: Add Thoughtful Details
Small touches make a big impact.
- Games, advice cards, or a small activity can keep guests engaged.
- Personalized signage or favor tables add charm.
- Layer in textures like linens, soft throws, or layered tablecloths for style without stress.
Ideas:
- For outdoors:
- If your shower will be late in the day/evening consider overhead string lights or battery operated/rechargeable table lamps for ambiance.
- Consider bugs! Amazon has great bug fans that you could place on/around food tables to keep the critters away.
- With a small guest count you could personalize party favors or place cards
- Music is a must! Sometimes it can feel awkward when the room gets quiet so a subtle background noise is the perfect touch. Tip: if you’re hosting at home and have multiple Alexa devices you can ask her to ‘play music everywhere’ and all of your devices will play the same thing. I’ll usually place an echo show or dot in the kitchen, foyer, both living rooms, and guest room and set them to play the same tunes.
Step 7: Day-before Checklist
Having a day-before checklist ensures everything comes together effortlessly.
- Confirm food and drinks will be ready.
- Arrange seating and tables.
- Set up a photo-ready focal point if desired (dessert table, backdrop, or lounge corner).
- Set out finishing touches so that you can be ready – think lighting, candles, and something to play music to set the mood.
Consider making yourself a list of the small finishing touches that need to be done just before the guests are set to arrive so that you do not feel panicked or rushed. This way you can manage your time wisely and avoid forgetting something that you just knew you couldn’t forget. Here is a sample list of I usually have noted for the “day of”:
- Light candles
- Set out food
- Set out book, pen, & trash bag for gift opening
- Setup music
…and don’t forget your gift for the guest of honor!
With intentional shower planning, you can create a celebration that feels seamless, elegant, and memorable. By following this step-by-step guide, you’ll stay organized, reduce stress, and ensure the guest of honor, and all your attendees, enjoy a beautiful, well-executed event.