I’m sharing the woodland baby shower we helped with this weekend along with the planning tips that helped us pull together a large celebration at home.
This is going to be a comprehensive post filled with ideas and inspiration for any future gathering you might be planning. In other words, this will be a long one, so grab a cup o’ whatever you love and let’s dig in.
I’m trying to remind myself this is a blog post and not a project management proposal, but forgive me if I start inserting spreadsheets 😉.
My dear friend Barb is expecting her first grandbaby and I offered to help her celebrate this occasion in her home with her daughter, son-in-law and their close friends.
She wanted to host the party in her lovely home. The goal was for a welcoming event that was organized and manageable but still beautiful.
It turned out the guest count was about 35. In my opinion, that teeters into the large gathering category.
Start Planning Early
Barb, her daughter Katie and I met a full two months prior to the planned date. We met on a Saturday morning with cups of tea and homemade scones Barb made. Yep, she’s just that kind of person!
With pads of paper and pencils and a Pinterest board with ideas I started, we batted a few things around and quickly decided on a Woodland theme with blues and greens and tans and browns.
Since Barb had already determined she wanted to host at home, we talked about spaces for guests, the time of day, food and drink.
Katie mentioned that “mom-osa” bars are popular for baby showers so we definitely included that.
Barb decided early on that she preferred a buffet to a plated meal and that brunch would be perfect.
Create Zones for Guests
Barb and her husband Stu did a great job using every bit of space and (finally!) using their Oktoberfest tables and benches they brought back from their time in Germany.
This is what she came up with:
- Separate beverage station
- Dedicated buffet
- Dessert table
- Seating areas
- Gift area
Guests naturally moved from one area to another without bottlenecks, which made the entire event feel relaxed.
Keep Food Easy and Self-Serve
Let me just say, when I refer to “easy” I mean for the guests. In no way was the food easy for Barb. It was spectacular!
Barb’s sister Karen came out from Massachusetts worked like a fiend preparing food and creating lovely presentations.
There was a mixture of catered food and homemade food, but here’s my takeaway: choose one or the other.
The homemade food was the shining star. It was fresh and hot and delicious and lovely. And there was a lot of it.
If you plan to cater, let the restaurant handle all that and sit back and relax.
For brunch, they put together the perfect mix of breakfast-type foods and lunch foods.
Dessert included a homemade double chocolate cake and dear friend Evon made individual cheesecakes topped with lemon curd and a fresh raspberry. She wrapped each one in adorable cups she found on Amazon. Stunning and delicious.
The serving dishes were lovely and of high quality, but all the tableware including the champagne flutes were disposable.
Woodland Décor on a Budget
I cannot really discuss numbers here, because Barb didn’t share her costs with me, but I can tell you where we saved and where we splurged (by which I mean her, of course).
Where We Saved
- Faux florals and greenery
- pinecones
- DIY signs
- grocery store florals
- printable woodland decor
- using existing home décor
Where We Splurged
- balloon arch
- themed plates
- centerpiece items
- food and beverage
- tablecloths
Simple Timeline for Hosting a Large Party
Two Months Before
- Choose theme
- Order décor
- Plan menu
- Compile guest list and send invitations
One Month Before
- Finalize guest count (important for catering/food planning)
- Prep serving pieces
- Determine games
- Create layout and flow
- Order party favors
One Week Before
- Set up tables, put together faux florals, decorate common areas
Week of
- Grocery shop
- Make food
- Set tables
- Prep drink stations
- Finalize any last-minute decorations, such as a balloon arch
Day of
- Make the venue conspicuous (such as an outdoor sign or large balloons)
- Set out food and drink, ice
- Candles or fresh florals
What We Learned Hosting a Large Gathering
Let me insert here that I haven’t followed up with Barb, so this is just my own takeaway.
- When you invite older people, or people from out of town, expect them to show up early. Be prepared early.
- People gather where the drinks are, assign a bartender for at least the first few minutes
- Self-serve stations reduce stress
- Extra seating matters more than extra décor
- Disposable tableware can still feel elegant
- Prep as much as possible before the day of
Favorite Moments
My heart was so warm seeing so many of Barb and Katie’s friends gather and honor the new baby. Dad-to-be, Ethan, stayed for the shower and served as bartender and gift handler.
Seeing Barb and her sister Karen working so hard as a team and yet enjoying each other was a favorite moment.
Of course, seeing ladies dressed up and carrying beautiful packages was like icing on the cake.
A perfect day!