A baby shower is a joyful milestone celebration that deserves a little behind-the-scenes organisation to keep the afternoon flowing naturally. This run sheet template helps hosts and event planners sequence the activities, games, catering, and gift-opening moment so the guest of honour can relax and soak up every moment. Whether you're hosting 15 close friends at home or 50 guests at a venue, this template gives you a clear framework for the day.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 09:00 | Venue decoration setup: flowers, balloons, table settings, and signage | Florist | Function Room |
| 10:30 | Catering setup: platters, drinks station, and cake table | Catering | Function Room |
| 11:00 | Guest of honour arrives | Host | Function Room |
| 11:30 | Guests arrive; welcome drinks and canapes served | Catering | Function Room |
| 12:00 | Welcome and introduction by host | Host | Function Room |
| 12:10 | Game 1 — baby shower trivia or price-is-right activity | Host | Function Room |
| 12:30 | Lunch served | Catering | Function Room |
| 13:30 | Game 2 — nappy relay or themed activity | Host | Function Room |
| 14:00 | Gift opening by guest of honour | Host | Function Room |
| 14:45 | Cake brought out; photos and celebration | Host | Function Room |
| 15:15 | Guest of honour's farewell speech; guests depart | Host | Function Room |
Confirm dietary requirements and allergies for all guests before finalising the catering order.
Designate someone to record who gave each gift during the gift-opening so thank-you cards can be sent afterwards.
Prepare game prizes and materials in advance — last-minute scrambling disrupts the flow.
Keep the guest of honour comfortable throughout — have a special chair or reserved seat as the focal point.
Allow extra time for photo opportunities — guests will want photos with the mum-to-be throughout the event.
Most baby showers run for 2.5–3.5 hours. Any shorter and guests feel rushed; any longer and energy starts to fade, particularly for the guest of honour in the later stages of pregnancy. A well-timed 3-hour event allows for arrival drinks, games, lunch, gift opening, and cake without feeling rushed.
Two to three games is the sweet spot for a 3-hour baby shower. More than that and the event can feel overly structured; fewer and there are awkward lulls between catering moments. Choose games that suit the personality of the guest of honour — competitive trivia works for some groups, while craft activities suit others.
A gift registry is highly practical and helps guests choose items that are actually needed, avoiding duplicates. Share the registry link with invitations, but also indicate that gifts off-registry are equally welcome. A thank-you note system (recording who gave what during opening) ensures every guest receives a personalised acknowledgement.
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