If you are planning a celebration for a soon-to-arrive baby, a clear baby shower checklist is the difference between a magical afternoon and a chaotic Saturday with cold food, missing chairs and a stressed mom-to-be. After years coordinating baby showers in Medellin, Bogota and Cartagena, we have seen the same pattern: families who write everything down 4 to 6 weeks in advance spend 20 to 30 percent less and enjoy the event ten times more. This guide gives you the full structure (decor, food, games, gifts, keepsakes, logistics), realistic budget ranges in USD, a guest count table for 20, 30 and 50 people, and a week-by-week timeline you can copy into a PDF or Google Sheet today.
What Goes Into a Baby Shower Checklist (And Why It Matters)
A baby shower checklist is a structured list organized by categories that covers every decision and purchase needed for the event. Without it, families end up overspending on decoration and forgetting essentials like seating, parking or a backup plan for rain. According to Raddar Consumer Knowledge Group (2023), 7 out of 10 first-time mothers in Colombia celebrate some kind of pre-birth gathering, and the average reported spend ranges between 800,000 and 1,500,000 COP (about $200 to $380 USD) including food, decor and party favors.
Your checklist should always cover six core categories: decoration, food and drinks, games and activities, invitations and stationery, party favors and gifts, and logistics. Keep it on a single document (PDF for printing, Google Sheets for live updates) so multiple people can collaborate without losing track of who is buying what.
Baby Shower Budget: Real Price Ranges by Event Size
Setting a budget before anything else is the single most important step. The most common mistake we see is families starting to shop without a cap, which inflates the final cost by 40 to 60 percent. Here are realistic ranges based on events we have planned recently:
- Simple home baby shower, 15 to 20 guests: $150 to $350 USD. Covers basic balloon arch, homemade snacks, printed games and digital invitations.
- Medium event at a residential social hall, 25 to 35 guests: $400 to $800 USD. Includes themed decoration package, catered finger food, dessert table and printed favors.
- Premium event at a restaurant or country house, 40 to 60 guests: $900 to $2,200 USD. Full themed decor, custom cake, professional photographer, photo backdrop and personalized favors.
- Hybrid or virtual baby shower with shipped kits, 10 to 20 guests: $250 to $600 USD. Kits include snacks, mini decor and games sent to each guest before the video call.
In Medellin specifically, a residential social hall costs between $40 and $100 USD per event, while restaurants in El Poblado or country houses in the eastern hills (Llanogrande, Rionegro) easily go above $250 USD just for venue rental. If you want a tailored quote with your venue, palette and guest count, our baby shower planning service builds the full budget for you.
Guest Count Math: Checklist for 20, 30 and 50 Guests
Most online guides skip the math. Here is what you actually need in quantities, tested across dozens of events:
For 20 guests
- Chairs: 22 (always add 2 spares)
- Savory finger food: 80 to 100 pieces (4 to 5 per person)
- Sweet bites and dessert table: 60 pieces plus 1 main cake for 20
- Drinks: 12 liters of non-alcoholic punch, water and soft drinks
- Favors: 25 units (extra for unexpected guests)
- Game printouts: 25 copies per game, 3 games minimum
For 30 guests
- Chairs: 33
- Savory finger food: 150 pieces
- Dessert table: 90 pieces plus cake for 30 to 35
- Drinks: 18 liters total
- Favors: 35 units
- Two servers recommended if it is a self-serve buffet
For 50 guests
- Chairs: 55 plus 4 high tables for cocktail-style mingling
- Savory finger food: 250 to 300 pieces
- Dessert table: 150 pieces plus tiered cake for 50
- Drinks: 30 liters and a coffee station
- Favors: 60 units
- Hire at least one event assistant; logistics get heavy past 40 people
Lista de Decoracion: Themed Decor Checklist for Boy, Girl or Neutral
Decoration is where 30 to 40 percent of the budget usually goes, so plan it with intention. Pick one main theme (animals, celestial, botanical, a specific cartoon, neutral earth tones) and a palette of 3 colors maximum. In 2026 we are seeing strong demand for neutral palettes (sage, cream, terracotta), eucalyptus and dried flower arrangements, and reusable decor that families keep for the nursery afterward.
- Balloon arch or organic garland in 3 coordinated colors
- Main backdrop with the baby's name (acrylic sign, wood cutout or fabric panel)
- Welcome sign at the entrance
- Dessert table cloth, runner and tiered stands
- Centerpieces for each table (low arrangements so guests can see each other)
- Fresh or dried flowers (eucalyptus, baby's breath, pampas)
- Themed napkins, plates and cups (biodegradable options preferred)
- Soft lighting: warm string lights or LED candles
- Photo corner or 360 backdrop for guest pictures
- Reserved chair for the mom-to-be with a special sash or floral detail
If you want a turnkey themed setup with full setup and teardown included, our event decoration service handles the concept, sourcing, install and strike so you only show up to enjoy.
Lista de Comida y Bebidas: Savory, Sweet and Drinks Checklist
Food is the second biggest budget line. A common formula for a 2 to 3 hour afternoon baby shower is: 5 savory bites, 3 sweet bites and 2 drink options per person. Avoid heavy main dishes unless your event runs through a meal time. In Colombia, the most popular menu we recommend includes empanadas miniatura, pinchos de pollo, sandwich rolls, brownies, cake pops, fruit skewers, lemonade and aromatic tea.
Savory checklist
- Mini empanadas or arepitas (4 per person)
- Pinchos or skewers (chicken, beef or vegetarian)
- Sandwich pinwheels or rolls
- Cheese and fruit board for the entrance table
- Mini quiches or vol-au-vents
Sweet and dessert table checklist
- Main cake (themed, 1 slice per person plus 20 percent extra)
- Cake pops or cupcakes
- Cookies decorated with baby motifs
- Brownies or mini cheesecakes
- Fresh fruit skewers (lighter option many guests appreciate)
- Candy bar with 3 to 4 jars for kids and adults
Drinks checklist
- Signature non-alcoholic punch (the mom-to-be can enjoy it too)
- Lemonade station (classic, coconut or strawberry)
- Bottled water (at least 1 per person)
- Coffee and tea station for after dessert
- Optional: wine or sparkling option for adult guests, served discreetly
Lista de Juegos y Actividades: Games With Materials Included
Plan 3 to 4 games maximum for a 2 to 3 hour event. Too many games kills the rhythm. The 2026 trend is replacing classic games with experience stations: onesie painting, time capsule for the baby, and a wishes book that parents will keep forever. Mixed baby showers (where dads, grandparents and kids attend) are also reshaping the activity list toward more inclusive games.
- Guess the baby food: 6 baby food jars, blindfolds, scoring cards, pens
- Diaper raffle: each guest who brings a pack of diapers gets a numbered ticket, prize for the winner
- Onesie painting station: 15 to 20 plain onesies, fabric paint, brushes, drying rack
- Advice cards for the parents: pre-printed cards, pens, decorated box to collect them
- Belly measurement game: yarn ball, scissors, prize for the closest guess
- Time capsule: a box where guests leave letters, photos or small gifts for the baby's future birthday
- Prizes: 4 to 6 small wrapped gifts (candles, chocolates, skincare items) for game winners
Lista de Invitaciones y Papeleria: Invitations and Stationery
Digital invitations are now standard and save 50 to 80 USD compared to printed ones. Send them 4 weeks before the event with a clear RSVP deadline of 10 days prior. Not setting an RSVP cutoff is one of the most common errors we see; without it, you cannot finalize food, chairs or favors.
- Digital invitation with theme, date, time, address, RSVP deadline and gift registry link
- WhatsApp broadcast or group for reminders 5 days and 1 day before
- Welcome sign and seating chart (if more than 30 guests)
- Menu cards at each table
- Game printouts and pens
- Thank you cards to send after the event
Lista de Recuerdos: Party Favors and Gift Table
Favors should feel personal but not over the top. Budget between $2 and $6 USD per favor. The current trend is useful items (mini plants, scented candles, gourmet chocolates, seed paper) instead of plastic figurines. Always order 15 to 20 percent more than your guest count for unexpected attendees and a few keepsakes for the parents.
- Favor itself (mini succulent, candle, chocolates, soap, jam jar)
- Personalized tag with the baby's name and date
- Ribbon or twine in the theme palette
- Display basket or wooden crate at the exit
- Gift table with a decorated banner
- Online wishlist link (Falabella, Amazon, MercadoLibre, local baby stores)
- Sign asking guests to write their name on each gift for the thank you cards later
Week-by-Week Baby Shower Timeline Checklist
This is the timeline we use with every client. Following it eliminates 90 percent of last-minute stress and overcharges from rushed vendors.
8 to 6 weeks before
- Set the date, time and budget
- Confirm the venue and pay deposit (check social hall rules if it is a residential building)
- Define the theme and color palette
- Build the guest list with full contact info
- Book the cake maker, decorator and photographer (these book out fast)
5 to 4 weeks before
- Send digital invitations with RSVP deadline
- Order favors and personalized signs
- Confirm catering menu and final headcount estimate
- Create the gift wishlist online and share the link
- Plan rain backup if the event is outdoors (Medellin rain peaks around April-May and October-November)
3 to 2 weeks before
- Follow up with guests who have not confirmed
- Buy non-perishable supplies (decor, game materials, prizes)
- Prepare playlist (2.5 to 3 hours of music)
- Confirm parking, bathrooms and electrical outlets at the venue
1 week before
- Final headcount to caterer and cake maker
- Buy fresh ingredients and drinks
- Send reminder to all guests with address and parking instructions
- Print all stationery and game sheets
Day before and day of
- Pick up cake and any rented items
- Set up decor the night before if possible
- Charge phone and camera, prepare backup chargers
- Reserve a comfortable chair, water and snacks for the mom-to-be
- Assign a friend or planner to handle logistics so the family can enjoy
Common Mistakes to Avoid
- Not setting a budget before shopping (leads to 40 to 60 percent overspending)
- Inviting without a hard RSVP deadline
- Leaving vendor bookings for the last week (prices go up 20 to 30 percent)
- Forgetting basic logistics: parking, bathrooms, outlets, sound, weather backup
- Generic checklist that does not distinguish home vs. social hall vs. restaurant
- Ignoring the mom-to-be's energy: keep the event under 3 hours and provide a quiet space
- No plan B for rain in outdoor events
Hybrid and Virtual Baby Showers: Adapted Checklist
Hybrid events (some guests in person, others on video call) are now 1 out of 4 baby showers we plan, especially when family lives abroad. The checklist adapts: send kits to remote guests 5 to 7 days before with snacks, a mini decoration, the printed games and a card. On event day, have a dedicated phone or tablet on a tripod with stable internet, and a host who keeps remote guests engaged during games.
