Baby Shower

The Baby Shower Planning Template in Notion is designed to streamline every aspect of the event into clear, actionable components. At its heart is a comprehensive Task Tracker, organized by the five key planning phases—Event Concept and Planning, Logistics and Resources, People and Staffing, Marketing and Promotion, and Post-Event Wrap-Up. Each phase includes a range of well-defined tasks tailored to this specific baby shower, such as selecting the theme (“Garden Tea Party” or “Woodland Creatures”), setting a realistic budget with family input, and locking in a cozy venue. Key milestones like sending out invitations, confirming the guest list, and establishing a planning timeline are broken down with assigned roles and deadlines.

In the Logistics and Resources section, tasks focus on setting the master timeline for both pre-event and day-of activities. This includes everything from creating decor kits and ordering catering supplies to arranging backup plans for unexpected weather changes. Tasks here also cover sourcing essential materials such as balloon garlands, serving trays, and signage, and ensuring all setup and teardown needs are met with minimal stress. Notion’s task assignments and status updates will allow co-hosts and volunteers to easily stay aligned and on schedule.

The People and Staffing section outlines who is responsible for each event role, such as the Games Coordinator, Photographer, and Food Lead. There are detailed task assignments to guide each role, including briefing sessions, mini checklists, and a printed contact sheet for smooth communication. The template also includes tasks to manage RSVPs, maintain a clear guest list, and prepare the “seat of honor” for the expectant parent, ensuring their comfort and joy throughout the event. Notion’s database structure makes it easy to link specific people to tasks and roles, providing full visibility into everyone’s responsibilities.

In the Marketing and Promotion phase, tasks guide you through designing and sending out charming invitations (digital or printed), crafting signage that matches your theme, and setting up a photo-sharing plan with guests. Tasks also include managing gift registry communications, encouraging pre-event engagement, and collecting media for post-event recaps. Each action item supports the overall mood of the shower and enhances the guest experience through consistent, thoughtful communication.

Lastly, the Budget, Attendees, and Documents sections of the template support the event’s backend organization. The Budget tracker includes fields for expense items like catering, decor, and entertainment, along with vendor details, due dates, payment status, and receipts—making it easy to stay on top of finances. The Attendees database captures full names, contact details, RSVP status, and personal notes, such as dietary needs or relationship to the parents-to-be. The Documents section stores uploaded files, links (like your registry or Canva designs), and notes tied to signage, invitations, or game printables. Together, these sections ensure your entire baby shower plan lives in one central, collaborative space.