When to plan what

Most showers come together in 6 to 8 weeks. Start earlier for a spring Saturday or a holiday weekend in San Antonio, when the popular rooms and caterers fill up first.

Baby showers usually happen 4 to 8 weeks before the due date, so the guest of honor is still comfortable. Bridal showers usually land 2 to 3 months before the wedding.

Book the space first. Everything else, from the caterer to the invitation wording, depends on the date, the room and the hours.

The order to book things

1. Date and headcount, agreed with the guest of honor.
2. The space, with setup and pack up time included.
3. Food: caterer, bakery or a potluck plan.
4. Invitations, sent about 4 weeks out.
5. Activities, decor and favors.
6. Helpers for the day.

Shower checklist

6 to 8 weeks out

• Agree with the guest of honor on date, size and any themes
• Set a budget and split costs between hosts
• Book the space
• Collect the guest list with addresses or phone numbers

4 weeks out

• Send invitations with registry links
• Book food: a caterer, a bakery or a dessert table
• Plan one or two activities and buy what they need
• Order florals or decor that fits the room

1 week out

• Confirm headcount with food vendors
• Assign helpers: greeter, gift table, photos
• Make a playlist
• Prep favors

Day of

• Arrive at the start of your booking to set up
• Set the gift table and a card box near the entrance
• Leave 30 minutes at the end to pack gifts and decor

Tip: Hold the date early. Even before invites go out, text the key guests the date so they can save it. A save the date by message is free.

8 to 6 weeks out

• Agree date, size and style with the guest of honor.
• Set the budget and assign lines to co hosts.
• Tour and book the space.
• Build the guest list with phone numbers or addresses.

5 to 4 weeks out

• Send invitations with registry links and an RSVP date about 10 days before the shower.
• Book the caterer or bakery and get a written quote.
• Pick one or two activities and buy what they need.
• Order florals or decor that fits the room.

2 weeks out

• Chase missing RSVPs by text.
• Plan the seating, especially for older guests.
• Buy paper goods, serving utensils and trash bags.
• Confirm any rentals like extra chairs or a backdrop.

The final week

Prep favors and a playlist the week before, so the last few days are only about confirming times.

• Give the final headcount to the caterer.
• Assign helpers: greeter, gift notes, photos, pack up.
• Send a short reminder to guests with parking info.
• Pack a box: tape, scissors, pens, a lighter, wipes and an extension cord.

Common timing mistakes

• Sending invites 2 weeks out, when calendars are already full.
• Booking food before the room, then losing the date.
• Leaving no setup time, so hosts decorate while guests arrive.
• No RSVP date, so the headcount stays a guess.

Combining events

Some couples pair the shower with a rehearsal or a family weekend. Keep the shower short and in daylight if guests have more events that day. Combining this with a wedding? See the micro wedding guide.

Tip: Use one calendar. Put every deadline in a shared calendar with the owner's name on it. It beats a group chat for keeping track.

Registries deserve a quick check too. Make sure the guest of honor has a registry live before invitations go out, with a spread of prices from about $15 to $150 or more, so every guest can find something. For a baby shower, encourage group gifts for big items like a stroller or car seat, and mention a book instead of a card if the parents would like to build a library. Put the registry link on the invitation and on any group text, since many guests shop the week before.

If you only have 3 or 4 weeks, the order stays the same, you just compress it. Book the room and food in the same week, send digital invitations the same day you book, and keep the activity simple. Short notice showers work best on a Sunday afternoon, when calendars are lighter and more rooms are open.

For a surprise shower, add a week. You need time to coordinate with a partner or parent who can get the guest of honor to the room on time without giving it away, and to collect addresses quietly.

Spring is the busiest shower season in San Antonio, with Fiesta in April filling many weekends, and late summer heat makes outdoor afternoons harder. If your date falls in either, book earlier and plan shade, fans and plenty of cold drinks for any time spent outside.

Tip: Write the RSVP date in bold. Guests skim invitations. Put the RSVP date near the top, and send one friendly reminder 3 days before it.

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