Baby Shower Planner Spreadsheet

Baby shower planner spreadsheet for the host or parent-to-be who wants the whole shower in one file: the guest list and RSVPs, the budget, a to-do timeline with real due dates, and a gift log for the thank-you notes. Type the shower date once and every task gets a due date. The dashboard shows days to go, who is coming, what is spent and what to do next.

WHAT IT DOES

• Setup tab: parents-to-be, hosts, shower date and start time, RSVP-by date, venue, theme, guest capacity, total budget, up to 6 helpers and up to 8 guest groups (all renamable)
• Guests tab: up to 100 invitations with party size, group, address or email, invitation sent, RSVP (Yes, No, No reply), how many are coming, dietary notes and notes
• Gift log on the same tab: the gift, the date it arrived and whether the thank-you is sent
• Check column for every guest: Listed twice, RSVP overdue (no reply after your RSVP-by date), Send thank-you, or OK
• Budget tab: 12 starter categories (venue, food, drinks, cake, decorations, invitations, games and prizes, favors, flowers, photography, rentals, other) plus room for your own, with estimate, actual, paid, who paid, still to pay and an Over, Under or On budget flag
• Budget check: total budget, planned cost, left in budget, over budget categories, and how much each helper has paid
• To Do tab: 32 starter tasks from 8 weeks before the shower to the week after, timed in weeks or days so the due date comes from your shower date, plus room for 18 tasks of your own. Owner, status (Not started, In progress, Done, Not needed), notes, a Flag (Done, Overdue, Due this week, Upcoming) and days left
• Menu and Games tab: simple lists for dishes and who brings them, and for games, prizes, supplies and who runs each one
• Dashboard: days to go, invitations, people invited, attending, declined, awaiting reply, RSVP overdue, room left at the venue, gifts received, thank-yous still to send, budget, estimated, actual, paid, still to pay, left in budget, over budget categories, tasks done, % complete, overdue and due this week, progress by helper with progress bars, the next 5 tasks, guests by group, a replies chart and a budget estimate vs actual chart
• The tabs are protected without a password, so formulas don't get typed over by accident (you can unprotect them any time)

WHAT YOU GET

• Baby-Shower-Planner-Spreadsheet.xlsx (32 starter tasks, 12 budget categories, starter helpers and guest groups, ready for your date)
• Baby-Shower-Planner-Spreadsheet-with-Sample-Data.xlsx (a filled-in example: a made-up shower with 25 invitations, a budget and a to-do list about 40% done)
• Quick-start guide (PDF)

HOW YOU GET IT

Digital download. After checkout you get a download page right away, plus a receipt by email. Nothing is shipped.

COMPATIBILITY

• Microsoft Excel 2016 or newer (Windows or Mac) and Excel for the web
• Google Sheets: upload the .xlsx to Google Drive, open it, then File > Save as Google Sheets
• Needs a computer or tablet with a spreadsheet app. This is not an app: you type in your own guests, costs and tasks

GOOD FOR

Hosts planning a baby shower for a friend, sister, daughter or co-worker, and parents-to-be planning their own. Works for any theme and any gender. Also a handy gift for a mom to be or a first-time host.

PLEASE NOTE

• This is a planning spreadsheet, not printable invitations or printable games. The Menu and Games tab is a list for your own plans
• The timings and budget categories are common suggestions. Change any of them to suit your shower
• Overdue, due this week, RSVP overdue and days to go use today's date unless you type a status date, so they change from day to day
• For your own use; please don't resell or share the files

DISCLAIMER

This template is a planning tool with suggested timings and starter categories. Check the counts and costs before you confirm numbers with a venue or caterer.

HOW IT WAS MADE

Designed by VARS Digital with AI-assisted tools. Every formula is checked before release, and the sample file shows each tab working.

QUESTIONS

Email varsdigitals@gmail.com and we'll help you get set up.