Last month I had the pleasure of throwing a dear friend a fabulous surprise birthday celebration. Take it from me … this is no easy task. I was responsible for not only organizing an awesome dinner party but also to ensure the guest of honor was overjoyed, had a great time, and most of all, was surprised!Because of the need for discretion, surprise party planning can be challenging to say the least. I regularly assist and advise on how to put together the perfect celebration which is guaranteed to impress their loved ones. Over the years I’ve learned that organization is key. Follow my eight easy steps and your surprise party planning and execution will be a breeze.
Step 1 ~ Set a Date
Casually ask friends and family about the actual birthday of the guest of honor and days surrounding the date. Planning the party for a week or two before or after their actual birthday will help minimize any suspicion. Only mention the surprise party idea to a selected group of friends and family. The longer the information is “out there” the more likely it is that someone will slip, so keep your plan under wraps for as long as possible.
Step 2 ~ Consider a Co-Conspirator
Asking others for help will definitely cut down your work load. To be honest, it’s almost impossible to do it alone because there are so many moving parts. However, keep in mind this may open up the risk of outing the surprise. Limit the planning group to two or three people, preferably close to the guest of honor and who can keep a secret.
Step 3 ~ Find a LocationWhen choosing a location, the major questions to ask are: What is the budget? How many people are expected to attend? What would be a central or convenient location for all guests? What type of party do I want to have? Many restaurants, catering facilities, sports venues, bowling alleys and theme parks offer party packages ranging from casual to formal. Use the Internet as your primary resource - Eventective has a great database of venues or contact a local established caterer and simply ask.Drexelbrook Catering is a valued resource for this. Asking someone to host the party at their home is another great idea, but think twice before using the guest of honor's home. After all, they may not appreciate everyone in their home without first cleaning it themselves. Either way, if you choose to go this route, it’s always a good idea to offer a cleaning crew for before and/or after the party.
Step 4 ~ Create a Decoy
The most important [and perhaps difficult] step of planning a surprise party is the decoy story that will get the birthday boy/girl to show up without question. Consider asking the guest of honor to a smaller soiree, such as dinner or drinks with friends, or create an alternate event. This works especially well if you’ve followed step 1 for picking a date. Involve important family members and even other friends if necessary.
Step 5 ~ Send Invitations
Send your guests surprise birthday invitations only a few weeks before the event. Whether the invitation is electronic or sent via snail-mail, be sure to convey the “surprise” element with large, bold, and/or colored lettering. In fact, mentioning the secret several times in a short poem or verse is a good way to reinforce that the event is a secret. Remember, when setting the invite time it is very important to leave at least 30 to 40 minutes for guest arrival before the birthday boy/girl arrives. Leaving this cushion of time will eliminate the chances of any driveway or parking lot run-ins.
The most important [and perhaps difficult] step of planning a surprise party is the decoy story that will get the birthday boy/girl to show up without question. Consider asking the guest of honor to a smaller soiree, such as dinner or drinks with friends, or create an alternate event. This works especially well if you’ve followed step 1 for picking a date. Involve important family members and even other friends if necessary.
Step 5 ~ Send Invitations
Send your guests surprise birthday invitations only a few weeks before the event. Whether the invitation is electronic or sent via snail-mail, be sure to convey the “surprise” element with large, bold, and/or colored lettering. In fact, mentioning the secret several times in a short poem or verse is a good way to reinforce that the event is a secret. Remember, when setting the invite time it is very important to leave at least 30 to 40 minutes for guest arrival before the birthday boy/girl arrives. Leaving this cushion of time will eliminate the chances of any driveway or parking lot run-ins.
Step 6 ~ Select DecorAdmittedly, I’ve thrown some pretty cheesy and cliche parties... but in those cases I knew my guest of honor would appreciate it. Besides, sometimes it’s fun to just go for it! For example, if you have a beach or Hawaiian theme event make sure everyone gets “lei’d” prior to entering or even set up a Tiki bar. A few fun props can go a long way when it comes to maintaining a festive atmosphere. That being said, it’s important to take cues from your venue - don’t fight it. If you’ve booked a trendy, cool restaurant, club or lounge, sometimes less is more. One great resource locally in Eventricity. Their team of planning and decor experts can help with many styles and budgets of decor.
Step 7 ~ Plan the Menu
By now you all know that food is not necessarily my forte, but if there’s one thing I know... it’s that people love to eat! The menu can take a party from good to great because after all a well-fed guest is a happy guest. Decide whether it would be appropriate to serve homemade foods, a catered fare or a mix of both. Always take into consideration the guest of honor’s favorite dishes; if you’re working with a caterer asking them to put their own spin on these items will “wow” all of your guests. I love a good signature drink [Mark-arita, anyone?] but, don’t forget to include both non-alcoholic and alcoholic beverages on your bar. After-all, someone’s gotta drive home, right? Many caterers will provide foods to go or catering that is simply dropped off. The "Special Occasions" Menu on www.drexelbrookcatering.com is one such service.
By now you all know that food is not necessarily my forte, but if there’s one thing I know... it’s that people love to eat! The menu can take a party from good to great because after all a well-fed guest is a happy guest. Decide whether it would be appropriate to serve homemade foods, a catered fare or a mix of both. Always take into consideration the guest of honor’s favorite dishes; if you’re working with a caterer asking them to put their own spin on these items will “wow” all of your guests. I love a good signature drink [Mark-arita, anyone?] but, don’t forget to include both non-alcoholic and alcoholic beverages on your bar. After-all, someone’s gotta drive home, right? Many caterers will provide foods to go or catering that is simply dropped off. The "Special Occasions" Menu on www.drexelbrookcatering.com is one such service.
The type of entertainment you book will largely be dictated by the overall party budget. There is nothing wrong with mingling over food and drinks with some background music playing from an iPod; it’s simple and extremely cost effective. If you are working with a larger budget, look into a DJ or band [whichever makes sense for the tone of the party]. While this can run anywhere from a few hundred dollars to a few thousand, there are wonderful resources online and often times your venue may be able to make a few recommendations. Whatever you decide, make sure that the music is selected in advance because with the right entertainment, the party will definitely be a night to remember. There are many local entertainment companies in the region that can help you with selection of entertainment for your event. Philly Event Group and Branywine Talent are just two of many.
Last year, exactly around this time, I found myself walking into my own surprise birthday party, hosted by my husband. I was not only totally blown away by the entire evening, but so impressed that he and all of my friends and family were able to pull one over on me! Every time I think of that amazing night it brings a smile to my face. Follow my eight easy steps and you’re sure to create memories to last a lifetime. I wish you all happy planning...and until then
Be creative & Have Fun!
Jessica
I also surprise! thank you for sharing I learn valuable information.Keep posting!
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