Okay soo you wanna throw a surprise party. It's not easy but if pulled off properly, will be something the birthday person will never forget. So I'm glad we found each other! I'm Aleka and love planning parties. I have even planned a few surprise parties in my day. So let's get to it!
Before you start picking out confetti cannons or practicing your “SURPRISE!” yell, you need a game plan. A solid one. I’ve done a few of these (some flawlessly, some...not), so here’s how to pull it off without it being awkward, obvious, or accidentally traumatizing. 😂
First off… does the guest of honor actually want a surprise party?
I know, I know. This seems obvious. But some people hate being the center of attention. Or they like to at least mentally prepare for human interaction..or physically so they don’t show up somewhere in sweatpants and 4-day-old greasy hair.
So before you go all secret agent, think about their personality. Are they a low-key introvert? If so, maybe plan a “surprise dinner” with a few close friends instead of a full-blown bash.
If they love parties, go all out and have it at a banquet hall or at a house big enough to hold the guestlist.
Keep the planning crew small
The more people involved, the higher the risk of someone ruining it. So pick your MVPs or the ones you KNOW can keep a secret. The only people that need to be involved are the people hosting (if at a house), the person or people bringing the guest of honor to their party on party day, and a close friend or family member who can help with budgeting and planning.
You don’t need a huge budget
Seriously. You can throw an awesome party without draining your bank account.
Skip the venue to save the most right off the bat. Borrow someone’s backyard or living room. I highly suggest making it potluck-style. Or simply go heavy on snacks and light on everything else. No one’s coming for a six-course meal, they’re coming for the celebration and the cake.
Go for tons of balloons for decor. These are cheap but festive. Hit up your local dollar store for disposable items. Or borrow from a friend who hoards party supplies. (We all know one.) 🙋🏻♀️ (It's me!)
The cover story is everything
You gotta get them to the party without them knowing it’s a party. That’s the trickiest part.
Make it believable. Dinner plans, a casual hangout, “can you help me pick something up?”—whatever works for their personality. Just don’t overcomplicate it. If it feels fishy, they’ll know.
Also: tell your guests to park far away. Nothing says “something weird is going on” like seeing your cousin’s bright red Jeep parked outside a random house.
Make it about them, not you
Think about what they like. Their favorite food. Favorite music. Would they want a theme? Or is that their nightmare?
Also, cultural stuff matters here. Not everyone does surprise parties. Or maybe certain themes, foods, or customs won’t be a great idea. Be thoughtful, not just Pinterest-y.
Want to include people who can’t be there? Go virtual
Everyone knows how to Zoom these days! Put someone in charge of this task on the day of the party. They can join just before the guest arrives so they can see the best part of a surprise party...their reaction!!
Bonus: It’s basically free.
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Don’t forget to capture the moment
If you can, assign someone on the day of the party to film the entrance. Their face as they enter is always what people want to see. They will also want the memories to look back on so don't skip this!
Just… maybe check if they’re cool with it before you post it everywhere. Not everyone wants their shocked face on Instagram Stories.
TIP! Have invitees arrive at least 30-60 minutes before the guest of honor arrives!
Planning The Menu
Food is a big part of any party, and you certainly want to make sure there is more than enough for each attendee. Depending on the time of the day, you may choose to opt for hors d’oeuvres versus a full meal.
Catering is probably the easiest route since you only need to place the order and wait for its arrival. However, make sure delivery is scheduled well before the guest of honor is due to arrive, preferably with some time to spare. The last thing you want is for the caterers to show up as the guest of honor does!
If hosted in a restaurant, call ahead to check whether you can bring other food items such as a cake. While many restaurants will gladly allow you to arrive with outside food, others may charge a fee. Let them know that it is a surprise party– they may be willing to help with the reveal!
If planning a potluck, I recommend assigning certain dishes to invitees ahead of time to ensure a variety of food. Check out some of my ideas for easy party appetizers that keep everyone satisfied as well as proper portion sizes.
Are you prepared for how you're going to keep the food warm throughout the party? Using the right chafing dishes are key to hands off food service.
But regardless of whether you choose to cater, have the party at a restaurant, or do a potluck, make sure the food on the menu is something that the guest will like!
Here are some of my favorite appetizers to make for a larger crowd:
Cue the music
A party is not a party without good music! If you already know what type of music your guest of honor likes, you can start putting together a good, personalized playlist. Spotify and Amazon Music are great places to stream and download free music.
It’s also a good idea to involve the help of other friends and family for this one, as they also know what songs should be on the list. If you hire a DJ, you can provide them with a list of songs or types of music to play before the party.
For a surprise touch, time their entrance with their favorite song!
The Big Moment
The day has finally arrived, you want to make sure everything goes as seamlessly as possible. Know that certain unexpected issues will inevitably arise but having a plan B for things will keep things running smoothly.
Think about what may go wrong like a last minute spoiled surprise or a guest who is running late. What will you do? Is there a way you can confuse the guest of honor so they are still surprised? Is there a back entrance for last minutes guests to enter in without being seen?
Talk to someone who HAS thrown a surprise party and pick their brain as to what went wrong. Being overprepared will make sure the big moment goes off without a hitch.
Surprise Party Notes
- Don’t surprise people who hate surprises
- Keep your circle small
- You don’t need to spend a ton
- Make the plan believable
- Focus on what they love
- Zoom counts too
- And always—ALWAYS—check the group chat before you send a text 😅
Final Tips
To successfully pull off all of your suprise party planning, the TIMING is crucial. It’s a good idea to have someone responsible for the transportation of the guest of honor and another person responsible for the on-site details. If invitees have brought gifts, they should stay out of sight until after the reveal.
Designate one or two people to be ready with the camera to document the surprise on video. Although most will probably snap photos with their phones, it doesn't hurt to have a designated photographer for the party.
Once the guest of honor arrives, it is time to make the big reveal, enjoy, and have fun!
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