Hosting a Shower

By www.GamesandCelebrations.com

Hosting a baby shower or bridal shower is a piece of cake, right? Absolutely! As long as you stay focused and keep organized. I have successfully hosted 14 baby showers and bridal showers in the past 7 years, been the guest-of-honor to 4 showers, and have attended probably 30 or more other such events. Through this, I have become a self-proclaimed expert in the field, and would like to share my expertise with you. This guide is the method that I have created for myself in order to prepare a well-planned shower without too much stress. I will go through the different steps in planning a great Baby Shower or Bridal Shower and offer ideas, but I encourage your own creativity in the details of planning a shower. Special touches and unique additions are what makes the shower something to remember for both your guest-of-honor and party goers.

The following guide is broken down into several sections, or tasks as listed below.

• Guest List
• Budget
• Pick a Theme
• When and Where
• Finalize Guest List/ Invitations
• Menu
• Cake
• Decorations/ Supplies
• Party Favors
• Games
• Special Touches
• The Week Before
• The Day Before
• The Day Of

These tasks are listed in the order that they should be accomplished, however, be flexible.  Each shower is unique so some things may or may not apply to your party. I only hope that I am able to shed some light on throwing a successful baby shower or bridal shower.

Guest List

Before anything, create a guest list to get an idea of how many people will be invited. Try to find out about any other showers planned for your guest-of-honor. Other than an elite few, you don't want to invite someone who has already been invited to a shower for the same person. Generate a temporary headcount and keep it handy. Right away you will have some decisions to make that will require this information.

Budget

Figure out what your budget is, and don't be afraid of it. A low budget shower can be a very elegant affair, while the unlimited budget does not guarantee that the party will be a success.  If you are concerned with your budget, then you may look for co-hosts, or ask family members for contributions.

Once you are armed with your financial information, you should allocate your funds. This does not have to be rocket science.  Simply write a list of the things that you will need; I call it my Task List.  This can be very broad at this point.  You simply need something to start off with.  The following are some things that may appear on your list.

• Location (restaurant, rented club house, etc.)
• Menu
• Decorations
• Party Favors
• Games (Include prizes) 
• Special Touches
• Cake
• Gifts
• Beverages
• Cost for rental items (tables, chairs, etc.)
• Invitations
• Utensils (forks, knives, etc.)
• Plates and Napkins

With your list put together, you may start to divide your funds.  Look at each item and decide what you would be willing to spend on it.  If you get to the bottom of the list and you have run out of funds, then go back and reconsider some dollar amounts.  Typically food and location are the big ticket items.  Look back at the guest list for some guidance. Sometime size does matter!  If you have smaller group, you could hold the event at someone's house, and maybe spend a bit more on the menu.  Larger groups usually fair well with a simpler menu, and will possibly require renting space for the event.  The guest list will also affect some of the other items found on your list, like plates and napkins, and party favors.

Now with a working budget, you may start the party planning.  Don't be afraid to change your budget or task list as you go.  It is impossible to predict exactly how the planning will go at this point.  You may find the perfect cake displayed at your local bakery but it's more than you want to spend.  By finding a great deal on the party favors, you can contribute any extra dollars to your cake fund.

Pick a theme.

Decide what you want this shower to look like.  There are tons of ideas for shower themes online.  A theme can be as simple or as elaborate as you'd like.  There is nothing wrong with just making a color your theme.  'Pretty in Pink' is perfect for a baby shower where Mommy is expecting a girl.  Feel free to explore your options, and don't be afraid to try something new if you are feeling adventurous.  Consider your guest list.  Is this a small group, large group, young group, or a mix of people?  Consider your guest-of-honor.  You may plan a different shower for your best friend than you would for a co-worker.  I was recently at a bridal shower/wine tasting party that I thought was really unique, not to mention the Bride was about to honeymoon in Napa Valley.

When and Where.

Open up the calendar and start looking at a couple of dates for your event.  Saturdays and Sundays are usually the best days of the week for a good turn out.  Call key people to be sure that they are available on the days that you are considering.  You wouldn't want to plan a Bridal Shower when the Mother-of-the-Bride is on vacation, and absolutely be sure that the guest-of-honor can attend.  Contact any guests that may live out of town.  These people may need extra time for making reasonable travel arrangements.  Do your research and get a couple of possible dates in mind and have them with you when you look at a location for your shower.  You may have to sacrifice a day or two because the place that you want to rent is not available.  Generally, a shower is thrown anywhere from 4 to 8 weeks from either a baby's due date, or a wedding date.

Location is your first big ticket item.  With your guest list, budget, theme, and your date possibilities, you can look for a place to hold your affair.  Make sure the location is large enough to accommodate your group, but not too big.  Keep in mind any special needs that guests may have, like wheel chair accessibility.  Look at the location for anything to tie the natural decor to your party theme.  For example, the wine tasting party previously mentioned was held in an actual wine cellar.  You may also decide to hold the shower at your home, but again, be sure that there is enough space for the crowd that you will be entertaining.  If you are able to hold the event in your home, you will have a lot of extra funding for your other budget items.  However, do not forget to consider the cost of things you may do around the house in preparation.  The only time my carpet ever gets professionally cleaned is when I have a party.  Keep in mind that it is inappropriate to assume that co-hosts or any other contributors to the party will cover these costs.

Finalize Guest List/ Invitations

Revisit your guest list. Make any changes now that you need to.  Be sure that you have up to date addresses and phone numbers for the people on your list.  If not, start making some phone calls.  Create a master list for you to work off of.  I always type out my guest lists complete with addresses and phone numbers.  This becomes a tool that I use from start to finish.  Use this list to send out invitations, to track RSVP responses, and then to call those who have not responded.  I make notes of any special needs for guests, or any contributions offered from guests.  I also use this same list to send Thank You cards to people who have helped.  I then pass it to the guest-of-honor to be sure that she has correct phone numbers and addresses for her Thank You cards.

Pick out invitations appropriate for your event.  The invitation should give the guest an idea of what to expect.  An elegant invitation would represent an elegant affair.  There are many options to choose from at your local party supply store, online, and in specialty shops, or you could venture to make your own.  The invitation should include the purpose of the event, when, where, an RSVP date, and your phone number.  Consider including a map or directions to the shower site.  And be sure to tell guests if the shower is a surprise.  Invitations are usually sent out about 4-6 weeks before the event, and the RSVP date is set to be about a week before hand.  Once the invitations are out, you may begin with the details.

Menu

The menu can be a bit scary.  What do you want to serve?  Will you cater?  Will you make your own food?  Do you want to serve a meal or finger foods?  Buffet or sit-down?  What will everyone like?  You could drown yourself in the possibilities.  If you've picked a restaurant as your location, then it could be as simple as going through the menu with the restaurant manager.  If not, you've got some work to do.  Look again at the size of your group and your budget.  If you are going to cater some, or all of the meal, the start calling possibilities.  Most caterers have a menu that they can fax or mail to you.  If you choose to prepare food yourself, be sure that you will have the needed equipment at the party location (i.e. stove, refrigerator, etc).  Think of any menu items that may support your theme.  There are many great menu ideas online, and even some sites that offer menus to match specific themes. 

Cake

I always put the cake in its own category.  The cake is often times a party highlight so I usually want it to get it's own attention.  You obviously have 2 choices here; make one or buy one.  I have created some very unique and classy cakes on my own, but there's no harm in checking out the local bakery.  They have some very impressive options as well.

Decorations/Supplies

I put decorations and supplies together because I usually buy them together.  Go back to the location and theme of the party to decide what decorations you'll need.  Clubhouses may have restrictions on pin-up decorations, while some restaurants may only allow balloons.  Visit your local party supply store or go online for ideas.  Think about balloons, streamers, centerpieces, and anything else that you may see.  Try not to go overboard.  In some cases, less is more.

Be sure to have plates, napkins, and eating utensils.  There are many options out there to support any theme that you may come up with, and be sure to buy enough; you can always return unopened packages after the shower.  A guest could use 3 to 4 napkins at your party.  So if you buy 40 napkins for a party of 40 people, you are most likely going to run out.  Be sure to look at your menu and make a list of what you'll need before going to the store.  Figure on plates and napkins for hors d'oeuvres, the meal, and the cake. Buy extra forks.  Most parties leaves the hostess with extra spoons and knives, but low on forks.  You want to figure on forks for the meal and for the cake, but don't rule out forks for the hors d'oeuvres.  Even if you are serving finger foods for a starter, some guests may still opt to grab a fork leaving you short when it comes time to serve the cake.  Don't forget the cups!  Buy cups appropriate for your beverages.  Have plastic or paper cups for soda, clear cups for punch, and heat resistant cups for coffee.  Avoid putting wine in styrofoam coffee cups.

Party Favors

Most Baby Showers and Bridal Showers offer guests some sort of party favor.  It's a way of saying thank you for attending and helping the guest-of-honor celebrate the upcoming event.  I always try to personalize these somehow by tying them into the theme of the party, or by adding a special note, or even just a name and date written on the bottom.  Favors can be as little or as large as you'd like.  Simple or extravagant.  You can make favors if you have the time and resources, or look online for some great pre-made favors.

Games

There are few showers that do not need a game or two.  Games will not only entertain, but they will help your guests get to know each other.  Baby Showers and Bridal Showers usually bring together an odd mix of friends, neighbors, co-workers and family members, and the guest-of-honor is often so overwhelmed by the event that formal introductions are missed.  There are many resources for some great shower games, including this site.  A quick search online for 'baby shower games' or 'bridal shower games' will reveal sites that offer free game ideas, Print-Now games, and games already completed ready to be delivered to your front door.

If you have found a game that you are interested in from one of the 'free ideas' websites, then you have some work to do.  Many of these games require some time to create and put together.  If you have picked this option to save some of your budget dollars, be careful.  Sometimes the time and money spent on supplies could be more than purchasing a pre-made game, but you are open to more options and the opportunity to personalize the game.

If you are considering a 'Print Now' game, then be sure you know what you are paying for.  They are great in that you have access to them instantly, but most of these games will require time for editing and you may not have access to the fonts and graphics needed to liven up the game.  You will also need to consider the cost for paper and ink. 

If you are looking to buy a game already made and ready to go then you need only to be sure that you allow enough time for delivery.  Otherwise, these ready-made games are great because they require very little time and effort on your part.  You also get a game that has a higher quality appearance, complete with fun fonts and great graphics.  There is nothing wrong with impressing your guests.  Be sure to have enough writing utensils for each player. 

Consider handing out prizes for your game winners.  Visit your local dollar store, or the clearance racks at the malls for some great finds.  Wrap you treasures in some pretty paper, complete with a bow, and you are ready to delight your winners.  Be prepared though!  It is best to have an extra prize or two in case of a tie.

Special Touches

A shower is usually most memorable when there are unique touches added.  These could be anything!  Be creative.  Your special touch could be in the party favors, or the centerpieces, or any number of additions to your shower.  My sister-in-law and I spent about 8 hours hand painting sugar cookies on sticks for a baby shower we had hosted together.  Once we popped out several dozen cookie creations, we wrapped them in cellophane to match the party decor and finished them with some curling ribbon.  We then put them together in baskets and created cookie bouquets which where used as table centerpieces, then raffled off at the shower.  Of course the biggest centerpiece was reserved for the guest of-honor.  I saw a similar idea at a bridal shower for a Christmas wedding.  Only the centerpieces where gingerbread houses made into churches.  Not every idea needs to require hours of your time, but if you do pick something that could be time consuming, rest assured it will be well appreciated.

The Week Before

At this point you should have all of your supplies purchased, deposits made, favors ready, and menu planned.  Look at the list that you created at the beginning and be sure that nothing has fallen through the cracks.  There is still time to tackle anything that has been forgotten.  This is when you should have a final list of confirmed attendees.  If there are potential party goers that have not yet called in their RSVP, then make some phone calls.  Once you know exactly how many people to expect, you need to go through some things to be sure that you have planned appropriately.  Call any 'helpers' that you may have out there to be sure that they are still willing to help, like your Aunt Ester who has offered to bring some of her world famous cookies.  Let Aunt Ester know how many people to expect, so that she can make the appropriate amount of cookies. Make any calls necessary to any services that may need your final head count, for example a caterer, a restaurant, or the place that you are renting chairs from.  Create a check list for what else still needs to be done.  If the check list is too much, then call on anyone who has offered to help for a hand.  Check to be sure that you have enough party favors, and cups, and plates, and serving utensils, etc.

The Day Before

This is crunch time.  If you have decided to do a lot of cooking yourself, use this day to do as much of the food preparation as you are able.  Try to get decorations underway if you can, and look at what else you can do ahead of time to make the next day run smoothly.  Once you have done what you can do, then take a moment to sit down and organize yourself for the events of the next day.  I like to create three lists, or timelines, that will guide me through the day of the party.  First, I always make a food list.  Often times I have something that needs heating or something else that needs a few minutes for some final touches.  This list will be used the next day to give me a reminder to heat or prepare certain things at certain times while also not letting me forget to put out the olives.  I then create a second timeline for the events of the day that lead up to the shower.  This will tell me when I should be done with final decorations, or what time I need to pick up the balloons, or any other deadlines that may effect the day.  My last timeline is usually a timeline for the baby shower or bridal shower itself.  When do guests arrive, when will the meal begin, when to do the cake, when to play games, and when to open gifts.

The Day Of

This is it.  At this point everything is set and anything that could go wrong, shouldn't, but might.  Just don't sweat it.  If you have stayed organized and kept to your lists, then anything that may come up should be relatively easy to manage.  Keep the checklists and timelines handy that you created the day before, and don't be afraid to refer to them as often as you need to keep the day going.  It is easy to get lost in the events of the day, and don't be afraid to delegate tasks to helpers.  The main part of today is to have fun and celebrate the guest-of-honor.  Enjoy.