Whether you’re planning a birthday party or simply seeking to show someone special how much you care, hosting a surprise party can be a fun and memorable way to celebrate.
From carefully planning the guest list to selecting the perfect venue, throwing a surprise party can be exciting but also daunting.
But fear not, we’ve got you covered for surprise party ideas. In this blog post, we’ll share our expert tips, tricks, and inspiration for planning surprise parties that will leave your guests feeling delighted. Get ready to make your loved one’s day when they least expect it!
How to do research for a surprise party
Before you start planning your surprise party, make sure to do your research. That way, you can be sure the person you’re surprising has the best party possible
Talk to close friends and families of the guest
First, you should speak with the people closest to the person you’re surprising. That way, you can find out the answers to a few important questions:
Do they like surprises?
If you find out they hate surprise parties, don’t worry. You can tell the guest of honor you’re hosting a party for them but want to take care of all the nitty gritty details so they don’t have to. You can still follow all of the steps in this article to plan the best non-surprise party they ever dreamed of. But it’s best you know as soon as possible!
What kinds of parties do they like?
This is important to know because it will help you find the perfect venue and choose activities they’ll enjoy. If they love outdoor activities, you can plan a hiking adventure or a picnic in the park. Or if they prefer to stay indoors, ask about their favorite games. You should also find out whether they prefer to have a large crowd or an intimate group of friends.
Are there party themes they like a lot or have asked about?
See if there are any themes or even movies, books, or shows they love. If you know the guest of honor loves tropical-themed parties, you can plan accordingly and have appropriate decorations, food, and music. You may even be able to rent props or costumes to really make it special!
Do they have food preferences or dietary restrictions?
You should find out whether there are any food preferences or dietary restrictions the person you’re surprising has. You wouldn’t want to plan a Brazilian BBQ only to find out your friend doesn’t eat meat! Once you know, you can select appropriate refreshments for your party and ensure that everyone is comfortable. It’s also a good opportunity to see if they have any favorites.
What kind of music do they like?
Some would argue music is the most important element of any party. It’s certainly a great way to set the tone for your surprise event. Ask close friends and family what kind of music the guest of honor loves and find ways to incorporate it into your celebration. You may even want to hire a DJ or band if the budget allows!
Compare the honoree’s preferences with what you feel capable of
Once you figure out what they want, you should figure out what resources are available to you. If you have a lot of free time but a low budget, you can make handmade decorations that fit a theme your guest of honor loves.
You should also see if any of their other friends would be willing to help you out. If someone has a talent in decoration, is a professional DJ, or can make your surprisee’s favorite food, that’s a great resource as well.
How the pros do it
Professional event organizers will always research the preferences of the person they’re planning a party for because it’s the foundation of the rest of the process. It ensures you get started on the right track and guides the rest of the decisions you’ll make.
How to plan a surprise party
Once you’ve gathered all the preliminary information you need, you’re ready to start planning! Here is a step-by-step guide to planning your surprise party.
1. Choose the theme
The theme is the foundation of any good surprise party. Once you know what kind of party your guest of honor would love, it’s time to start brainstorming! Think about colors, decorations, food, drinks, and activities that fit with the theme.
Your background research should tell you what movies, personal stories, inside jokes, hobbies, and other interests could help you shape the theme of your surprise party. Even a simple color scheme can help it feel personalized.
2. Establish a budget
Once you know the theme and what kind of party you’re throwing, it’s time to set a budget. This will ensure you don’t overspend, and that everyone is able to enjoy the celebration.
Your budget will determine what kinds of venues you can consider, what kinds of decorations you can provide, and other important details. When you’re estimating your budget, consider everyone who will help chip in, and when you’ll need the money by.
3. Pick a venue
Next, you’ll need to decide where your party will be held. Whether it’s in a remote location or in the comfort of someone’s home, picking the right venue is key for any surprise party.
A house
Whether it’s your house or the house of the person you’re surprising, this is one of the most common places for a surprise party. If you can surprise a person right when they get home, you can be certain they weren’t expecting it.
Similarly, if you invite someone over to your house, you can prepare with the other guests and then surprise them at the door. Consider which location has capacity, and whether you’ll be able to hide the guests (and their cars!) when thinking about this option.
A favorite bar or restaurant
In your research, you may have learned that the person you’re surprising has a favorite bar or restaurant. You could invite them there, and then surprise them with a party at one of their favorite places!
This is a good option because it’s much easier to hide cars in parking lots, and many bars and restaurants are ready to help people like you surprise their friends.
A public space
If you’re looking for a more adventurous option, consider throwing the party in a public space. Some great locations for an outdoor party are parks, beaches, forests, or even a rooftop if you have access to one.
Just make sure to research the rules of the place before you plan your event there, to avoid any unplanned surprises! You should also keep in mind that public spaces can be unexpectedly busy and you may have to fight for a spot.
How the pros do it
Professional party planners will often choose their venues three to six months in advance of the party. With very popular venues, we at Eventbrite recommend that you book up to a year ahead. That way, they can ensure they’ll get a reservation for the right day at the perfect location.
4. Write a guest list
When planning a surprise party, think about who is good at keeping a secret. After all, you need to make sure that the person you’re surprising doesn’t find out about the event until it happens.
It can be helpful to ask your guests beforehand if they think there are any other people who should be invited and who will be able to keep the surprise. Don’t forget to get an email address and an RSVP for every invitee as well – you need a way to contact them when the time comes!
Finally, depending on whether your research says they like big parties or intimate groups, make sure they’re getting a party they’ll love.
5. Decide a date and time
Once you have your theme, budget, and guest list in place, it’s time to decide on a date and time for the surprise party. Think about what would be the most convenient day for everyone involved and select a time that works for all of your guests.
You should also consider whether or not the surprisee would prefer an afternoon or evening party. This will help you plan accordingly and avoid any potential scheduling conflicts. You or another friend can make a decoy plan with the guest of honor for the designated time and place, and then surprise them with the real party!
How to send the perfect invitations
When you’re planning a surprise party, sending the perfect invitations is essential. You want to get your guests excited for the party while letting them know to keep it under wraps.
How to design surprise party invitations
When designing your surprise party invites, the first step is to decide on the format. Physical invitations are a popular choice for parties. But when it comes to surprise parties, they can quickly fall into the wrong hands. That’s why it might be best to send out virtual invitations.
Virtual invitations are an ideal choice because they’re convenient and quick to distribute. They also allow you to keep the details of the party confidential until the last minute, ensuring that the party remains a surprise. You can design your virtual invitations using online templates or professional design software before sending them out via email or social media.
Track RSVPs
Once you’ve sent out the invitations, it’s important to keep track of who has RSVP’d. This will help you ensure the party plans are on track and that you have an accurate headcount for food, drinks and other supplies.
You can use online RSVP tracking tools (like Eventbrite) to check who’s coming and make sure everyone has the same information. That can help ensure nobody comes at the wrong time – you wouldn’t want to spoil the surprise!
How the pros do it
By tracking your invitations and RSVPs, you can ensure you have key information about your guests. For example, coordinating food becomes easier once you know who’s coming and what dietary restrictions they have.
RSVP tracking technology lets professional event planners cater to their guest’s preferences and restrictions. Those same tools can help you coordinate your own guests as well. Remember, you don’t need to be a professional to take advantage of free professional tools.
How to get the right surprise party decorations
Once you’ve decided on a theme, it’s time to get the right decorations. This is one of the most important aspects of any party, and your decorations will set the tone for your surprise event.
Traditional party decorations
Traditional decorations are a great way to create the perfect atmosphere for your surprise party. Balloons, streamers, and banners are all classic options that can transform any space into an exciting event venue.
At Eventbrite, we love sticking to a good theme, and another way to liven up your party is with themed party decorations. If you discovered a great theme for the party in your research, you can apply it to traditional decorations. Those same balloons, streamers, and banners are likely available in a wide variety of themes.
Personalized party decorations
You can also add a personalized touch to your decorations with custom posters, banners, and even cake toppers. These can be printed with the guest of honor’s name or interests in mind, making it an extra special surprise for them.
Consider ordering custom shirts for attendees and preparing gift bags for everyone so that they can all feel like they’re part of the surprise. A custom cake made by a local baker can also go a long way towards making your surprisee feel special.
How to get the most out of a limited decorating budget
If you’re on a tight budget, there are still plenty of ways to make your surprise party look great. Instead of spending money on decorations, it’s a good idea to use items you already have around the house.
Balloons and streamers take up a lot of space and are cost-effective. You could also make decorations yourself and keep them focused in one room so that you get the most out of them.
How to choose environmentally-friendly party decorations
If you want to make sure your surprise party is as eco-friendly as possible, consider using decorations made from sustainable materials. Look for paper decorations that can be reused and biodegradable balloons.
You can also look for second hand items or use everyday objects like plants, lanterns, and fairy lights to decorate the venue. If you avoid confetti, party poppers, or other single-use decorations and games, it’s more sustainable and it helps with the hard work of cleaning up!
How the pros do it
With 89% of event industry professionals making sustainability a top priority now, there are some great strategies to make your parties greener. Choosing more environmentally-friendly decorations is definitely a great first step, but there are plenty of other ways to improve as well.
You can choose a location that minimizes the guests’ travel to reduce their carbon footprint getting there. Choosing more sustainable food and beverage options, such as food made from local ingredients, is something that environmentally-minded caterers will do as well.
Finally, some event planners will even make an environmental cause a theme or focus of the event, calling attention to sustainability-related issues. You can do this without taking attention away from the surprisee by focusing on an issue they care about deeply.
How to pick food and drinks for your surprise party
No party is complete without food and drinks! When it comes to your surprise party, you’ll need to think about the type of food and drinks you want to serve.
Should you use catering?
If you have a large budget, consider getting catering services that offer food tailored specifically for your event. Catering is most worthwhile with a large number of guests, so consider the number of people as well.
If you do opt for catering, make sure to let the caterer know about the surprise party. The last thing you want is a big catering van parked outside, spoiling the surprise!
Beverages
Before you decide on the beverages, think about the age of your guests and any dietary restrictions. If you’re catering to a mostly adult crowd, consider getting alcoholic drinks. You should also offer non-alcoholic options like juices, coffee, and tea for those who don’t drink alcohol.
Remember, themes aren’t just for the decorations. You can make themed cocktails and mocktails for the party as well.
Desserts
Desserts are always a great way to finish off any party. While your guest of honor might expect a birthday cake, you don’t have to do anything too elaborate. If you think they’d prefer something else, you can opt for simpler options like cupcakes, cookies, and brownies.
You could also get creative with other desserts like ice cream sundaes or milkshakes. These can be served in individual portions or even as a buffet if your budget allows.
How the pros do it
Professional event organizers have great lessons to teach about how to make sure your food and beverage service goes smoothly. For example, they prepare food as early as they can before the party. Some food needs to be prepared as fresh as possible, but pre-chopping onions and other vegetables the night before the event can help make sure everything’s ready on time.
Pros will also use offsite facilities and workers when necessary. For your own party, you could use a friend’s mixer to bake a cake before bringing it to the party in another location.
How to choose surprise party activities
If you’re going to have a successful party, you need to make sure everyone has something fun to do during the party. One great activity can make a lasting impression.
Pre-arrival activities
A lot of people focus on the activities after the surprise, but you should have activities prepared for the other guests while they wait for the guest of honor to come.
A guessing or trivia game about the surprisee is a fun activity that keeps things focused on the party. You could also make decorating your venue a fun activity, with guests making their own decorations.
Some surprise parties start with the surprisee doing a scavenger hunt that leads to the surprise. While that can make timing the surprise more difficult, it adds a layer of excitement to the whole event.
Post-arrival activities
Once you’ve revealed the surprise to your guest of honor, you should have plenty of activities for them to do.
If the party has a theme, consider finding a related board game for them to play. Alternatively, set up a dance-off, karaoke session, or murder mystery game that relates to their interests.
You could also change locations from where you surprised them. If you want, you can take them on a pub crawl, chocolate tasting, escape room, or another fun activity in a different location. Changing places can also keep them guessing about what will happen next, maintaining the feeling of surprise in the air.
How the pros do it
Professional event planners will make sure there are a variety of activities available to appeal to all the guests. They’ll also make sure the activities use different skills and engage people in different ways. For example, New York Social Network uses Eventbrite to throw parties that include trivia, board games, puzzle-solving, and socialization all at the same event.
What music to play at your surprise party
The music you choose for the surprise party should be upbeat, catchy, and in line with your theme. Of course, you’ll also want to take into account the age and tastes of your guests.
For a more classic option, consider playing songs from their favorite movie or musical artist. You could also make a playlist full of songs they recognize or find some music that matches the theme of your party.
Alternatively, you could look into live music options. While paying for a band is more expensive than setting up a playlist, it’s also more impressive. If you have the budget, check if there’s a local band your surprisee likes or a cover band of a classic band they really love.
How the pros do it
If there’s live music, professional event organizers will often shape the rest of the party around it. For example, they could hire a band to play a guest’s favorite songs during other activities, and then switch to a music-based activity like a dance.
If they’re working with a playlist, professional event organizers will make sure the songs fit the themes and moods of different activities. They’ll play calmer, background music during a meal, and then plan for something more upbeat while people play games.
Final preparations before the party starts
Even on the day of the party, you can still make some final preparations to make sure everything goes well. First, make sure nothing outside of your venue could give away the surprise.
Next, make sure that everyone who RSVP’d is in their place. That should include someone filming and taking pictures to capture the moment, and someone chaperoning the surprisee, so they can let the rest of the group know when they’re approaching.
Take your party planning to the next level
Planning a surprise party can be a lot of work, but with the right research and planning you can create an unforgettable experience for everyone involved. From choosing the perfect decorations to selecting activities that are appropriate for your guests, there’s a lot that goes into throwing an amazing surprise party.
With this guide in hand, you’ll have all the information you need to make sure your surprise is one to remember! The next step is to equip yourself with the tools that professionals use to create memorable events. Even for a small-scale event, professional tools can help make party planning way easier. So, what kind of surprise party will you be throwing?
