When to send your baby shower invitations

Collage of baby shower pictures.

A baby shower is an exciting event for everyone involved. From choosing the decorations to planning baby shower games and activities to selecting the perfect cake, there are many details to consider when you plan a baby shower. One important detail that can often be overlooked is determining the best time to send out the baby shower invitations or baby sprinkle invitations. Sending out invitations at the right time helps to ensure that your guests have plenty of time to make arrangements to attend the shower (and find the perfect baby shower gifts if the parents-to-be are accepting presents).

So, when do you send out baby shower invites? The ideal time to send out baby shower invitations is 6–8 weeks before the baby shower. The baby shower can take place anywhere from 4 weeks before the baby’s due date, to earlier, around the 28th to 30th week of pregnancy. This gives everyone on your guest list enough time to plan their schedules and RSVP to the party. Sending out invitations too early or too late can result in low attendance, which can be disappointing for expectant parents who want to share their joy with all of their family members and friends.

If the baby shower is going to be a surprise, you'll need to be more strategic in your timing. Consider sending out invitations a little closer to the event date to avoid the parent-to-be finding out about the surprise. You'll also need to come up with a fun cover story and make sure the guest of honor can attend. Inviting them to go to brunch or lunch is a great option as they'll be prepared to socialize for a while so they'll already be in a celebratory mindset!

Gifts in the foreground with a table of women in the background.

If you are planning a destination baby shower, you should send out invitations even earlier than the typical 6–8 weeks. Since your guests will need to make travel arrangements, you should aim to send out invitations at least three months in advance.

Another factor to consider when planning the timing of your baby shower invitations is the season. If the baby shower is going to take place during the summer months or around the holidays, you may want to send out invitations a little earlier to give your guests more time to plan their schedules. Conversely, if the baby shower is taking place during a less busy time of the year, you can send out invitations a little closer to the event date if needed. 

When sending out your baby shower invitations, be sure to include all of the important details. This includes the date, time and location of the event, as well as any special instructions or requests (if it's a surprise shower, make that very clear!). You should also include information about the theme of the party, if there is one, and any baby registry information/baby funds to make gifting easier for your intended guests.

A dessert table with a sign that says "Baby."

When it’s time to throw a baby shower, you can choose from a wide variety of styles and themes on Evite. Whether you prefer something elegant and traditional, something modern and funny, or something in the middle like a charming woodland theme, there are plenty of adorable themes to celebrate the arrival of the new baby boy or baby girl. Customizing your digital invitations with the parent(s)-to-be name(s) is the most popular way to personalize a baby shower Evite!

In addition to sending out invitations, you may also want to consider sending out reminders closer to the event date. This can help ensure that your guests don't forget about the party and can help increase attendance. Evite automatically sends out reminders on your behalf to nudge the no-reply invitees to respond, but you can also easily send out a message to everyone whenever you want to remind everyone about this unmissable occasion.

By following these simple guidelines and including all of the important details in your invitations, you can help ensure that your baby shower is a success and that everyone has the best time possible! Looking for more baby shower info? Our baby shower etiquette guide, baby shower party guide and top 10 baby shower games and activities recommendations might be just what you need! 

Women holding boxes filled with balloons.

Other questions you may have

Who should not be invited to a baby shower?

Simply put—you can invite whomever you want to your baby shower. Close family and friends usually make up the guest list, but it’s really up to the expectant parent(s) to choose who they want at their shower or sprinkle. Typically, estranged family members are excluded from the celebration to ensure a comfortable atmosphere for everyone. Co-workers and casual friends will often be left off the guest list as they aren’t as well-acquainted with the parent(s)-to-be, but there’s no rule against inviting them.

Who pays for the baby shower?

Typically, the host or hostess of the baby shower (usually a close friend or family member of the expectant parent(s)) will assume responsibility for the costs associated with the celebration, including venue rental, decorations, food and drinks, and games and activities. The expectant parent(s) may offer to contribute financially to the baby shower to help with the costs though. The host/hostess and expectant parent(s) need to have an open conversation regarding financial contributions and costs so everyone is on the same page and happy with the plan.

Should both parents be on the baby shower invite?

If you only have one guest of honor at the baby shower, you can opt to list their name only or include both parents’ names if applicable. It’s really up to the host and expectant parent(s)! If you’re sending out invitations for a couple’s shower, include both names on the shower invite.

How long should you give someone to RSVP to a baby shower

Responses should be received 2–2.5 weeks before the baby shower. If you’re celebrating out of town, consider requesting them even earlier if reservations are required. This should allow the host or hostess enough time to finalize everything before the special day.

How many guests should be invited to a baby shower

There’s no one answer to this! While a baby shower is a very intimate event, just like a wedding, the number of close friends and family varies. And as co-ed baby showers are becoming more popular, that can mean twice the guests. It’s more important to focus on having the people you truly want to celebrate with you there vs. a specific number.

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What is a signup sheet?

Signup sheets are the perfect way to streamline scheduling, volunteer recruitment, class parties, snack duty, potluck organization, parent-teacher conferences and more! You can think of them as your digital assistant for coordinating events and tasks and ensuring that your event is a success.

Evite SignUp Sheets offers parents, teachers and event planners customizable online forms that organizers and volunteers can access and update effortlessly. Volunteers can choose their preferred time slots, sign up for tasks or indicate what they'll bring to the event. It only takes organizers a few minutes to create a signup sheet and send it out with a shareable link, so they can get the word out via text, email or social media—whichever way they prefer! 

Long story short, signup sheets save everyone involved tons of time, avoid scheduling headaches and ensure everything runs smoothly before and during the event.

How do I create a signup sheet?

Creating a signup sheet has never been easier than with Evite! Here’s how to create a sheet that’s sure to make your event an absolute success:

  1. Go to Evite SignUp Sheets and choose the template that best fits your needs. Evite offers multiple signup sheet templates perfect for every occasion, including:some text
    • Signup sheets for standalone events (without different time slots), perfect for when you’re organizing a class party, potluck or end-of-season party.
    • Signup sheets for recurring or multi-day events (without different time slots), perfect for when you’re organizing a meal train, post-game snack duty or during appreciation week.
    • Signup sheets for single or multiple day events (with time slots), perfect for when you’re organizing concession stand volunteers, fundraisers and parent-teacher conferences.
  1. After selecting your sheet template, create a title for your signup sheet and add the date, the location, the time (if applicable), who the organizer is, the organizer’s phone number or email and an optional note describing the event to your volunteers. You can also change your signup sheet background and title image if you wish!
  1. Next, create slots for your signup sheet. If you aren’t logged into your account, you will need to do so at this point, but luckily, you can use your existing Evite account (no need to create yet another login!). What you’ll include here will depend on what your event needs, but you can include a list of what’s needed (along with optional descriptions), how many volunteers are needed, and dates and times.
  1. After creating your slots, you can then add a wish list from any retailer or include supply suggestions from Evite’s retailer partners. These are to help your volunteers find and purchase supplies quickly and easily.
  1. Finally, review your sheet, copy your shareable link and send it out to everyone on your list! Every time a volunteer signs up for a slot on your signup sheet, Evite will email you. We will also send reminders to you and your volunteers before your event so no one will forget about it, and we’ll even let volunteers know if you remove their slot or cancel your event sheet so you don’t have to!

What information should be included on a signup sheet?

When it comes to signup sheet information, there are some essentials to include regardless of what you’re organizing:

  1. A title for your signup sheet. Tip: Aim to keep your signup sheet title concise but clear. You want volunteers to read it and have a general understanding of what your event is about, and also make it easy for them to look for later if they need to reference your sheet again. You have the option to include a more descriptive note in a different field about your event, so save the more in-depth details for that!
  1. When and where the event is taking place. 
  1. The organizer’s name and phone number.
  1. Slots for volunteers to choose from. Once you choose the SignUp Sheets template that fits the occasion, the slots you’ll need for your sheet will be right there and ready for you to add the relevant info, such as dates, times, items to bring and tasks to complete. 

When adding your slot information, clearly define what people are signing up for, especially for a what-to-bring list or role assignments. If you want someone to bring healthy snacks for kids to enjoy after a game, specify that. You want your volunteers to feel confident in what they’re bringing and to make it easy for them to know what’s expected of them. It will save them time and stress (and you, too!). That being said, if you make your ask too specific (for example, asking for a hard-to-source item or something expensive), you may not end up with a volunteer for it. So be clear about what you expect, but also be reasonable!

Aside from providing the basic signup information, you can also add optional descriptions to both your entire signup sheet and individual slots. While not required, they can help guide your volunteers further and provide more information. You can add information about allergies, preferences and general info about the event. You can also add a wish list to make it easier for your volunteers to bring exactly what you need!

What are the benefits of using a signup sheet template?

Signup sheet templates offer a ton of advantages for both organizers and volunteers and with Evite SignUp Sheets, you'll enjoy even more benefits than other digital and paper signup sheets! Some benefits our signup sheet templates offer include:

  • A 100% free experience (no subscriptions required!).
  • Shareable links for quick and easy sharing.
  • No need to create another login—you can use your existing Evite account.
  • The option to add a wish list to help your volunteers out.
  • Automatic reminders—we’ll remind everyone on your behalf.
  • An easy-to-use experience with eye-catching guided templates.
  • Clean, modern designs with no pop-up ads.

With Evite SignUp Sheets, you can enjoy organizing and coordinating all your events with ease. Signup sheets streamline the signup process for everyone involved, ensuring that everything will go to plan on the day of your event while saving you precious time in the process.

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