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How To Organize A Surprise Party
From winning gift ideas to card message suggestions, Birthday Remade offers tips to help you complete your birthday wishes for your loved ones. In this article, learn about some party ideas to help you create an unforgettable birthday party while keeping your surprise party a secret.
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The word itself excites us and brings back memories of times when we were shocked. The unexpected element raises the level of anticipation when planning a surprise birthday party — and having a secret mission from the guest of honor behind the scenes is fun for everyone involved. A surprise party means being sneaky and creative.
To prevent your friend or family member from finding out about your plans, make a firm commitment to them to celebrate their special day with you. Plan a splurge, like a family birthday dinner or drinks with friends.
Setting the date on the birthday of the honoree ensures that they will be able to include in their own celebration. It also keeps them from wondering why no one plans anything for their special day. Another option is to schedule the celebration for a more convenient time instead of your actual birthday, such as the weekend before.
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Sue Moretti Bodson, founder and president of Emboss, a communications and events company in Greenwich, Connecticut, recommends considering the activities the guest of honor will enjoy when selecting a venue. Does he prefer a party at a brewery with bales of hay and a live local band, or is he a classic party? Does he love good food or would he rather take everyone on a rock climbing wall?
“Keep in mind who you’re surprising and what their interests and hobbies are,” says Budson. “Ask someone to meet you at a fancy restaurant who’s more naïve than they won’t fly.”
Once you’ve secured a venue, you’ll have an idea of how many guests will be in the space. List potential participants.
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Make sure you have six to eight weeks on the guest calendar and be very clear that it’s a surprise so no one ruins the surprise. And don’t tell people more than they need to. Budson advises, “Keep the circle very tight.”
Start a group text or Facebook chat to go over the details of the big day. These should include the arrival time of the guests, the arrival time of the guest of honor, where the cars will be parked (so that they are not visible to the guest of honor) and the address of the venue.
Keep in mind who you are surprising and what their likes and dislikes are. Asking to meet you at a fancy restaurant that’s more girly won’t fly.
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One way to really embarrass the birthday girl is to invite favorite family members from her past from faraway places or important people (a coach, best friends) that she rarely gets to see.
Work with special guests to find a local place to stay and make sure you set up a time for them to spend the day after the surprise party. The excitement of connecting the birthday girl with out-of-town relationships guarantees a lasting memory.
Buddson plans a dinner for his father in New York City. “My sister, who lives in North Carolina, took us as a surprise, which she loved,” she says. Bodson then continued his surprise by giving him tickets to see his father.
Tips For Throwing The Perfect Surprise Birthday Party
Follow classic ideas for throwing a great party and solidify the music selection. If you’re hiring musicians, screen them immediately. Live music takes longer. GigSaladis is a useful site to help you find local musicians and other entertainers. Ask friends, local musicians, or even your child’s music teacher for suggestions.
If you DJ, work on a playlist for two weeks. Be creative and design a playlist based on the birthday girl’s favorite songs. Another option is to make a list of the top songs for the year they were born.
What you present sets the tone for the meeting. You can keep it simple with beer and pretzels, margaritas, and guacamole. If your party girl’s fancy, serve champagne and macarons. And don’t forget the birthday cake.
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Decorations such as banners, balloons and flowers set the style of the party. Connect the color scheme of your decorations and you can have a festive look with just a few clicks of the mouse. Be sure to order gifts or parties seriously. Checking in at the last minute can be overwhelming because you have so many tasks to attend to.
Include any gift needs in your group chat. Share details, such as whether there will be a gift table at the venue, or helpful links that suggest things the birthday girl might like. Having flowers and gift baskets delivered directly to the guest of honor’s residence after the party is an easy way to give gifts. They also do not overpower the venue and save you the hassle of taking the gifts home after the party.
One idea is to create a personalized photo album. This memento will keep guests entertained while they wait for the party to start and makes a thoughtful gift. Be sure to take photos at the party and send them after you print them to add to the album.
How To Plan Surprise Birthday Party
Timing everything with a surprise party. Guests should arrive 30 minutes before the birthday girl or boy arrives. Emphasize the importance of being punctual, as latecomers may enter at the same time as the guest, which spoils all the fun.
While people are waiting for the birthday party to begin, ask guests to fill out the cards you’ve already printed. Serve light food and soft drinks – nothing too festive, as you don’t want the guest of honor to feel like they’re missing out on any of the party fun.
Don’t worry if the plans don’t go as expected. Some participants may cancel. The balloons may have been released when you opened the car door. In the end, it’s all about celebrating the birthday in the most wonderful way possible. And how funny is that?
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Elizabeth Craig Wells is the former senior editor of Real Simple magazine, where she focuses on the lifestyle, style, and simple solution areas. She writes for magazines, websites, and catalogs, and most recently edited a 50-year history for an international women’s organization. Wells earned a B.A. in French and in B.M. in flute performance from Northwestern University in Evanston, Illinois. He lives with his three children in Connecticut, where he coaches soccer and tennis and is working on a collection of contemporary novels. Planning a surprise birthday isn’t difficult, but it does take a little more planning than a regular birthday. Given the hidden nature of the issue, take special steps to prevent this surprise from turning into disappointment for everyone involved.
The first step in planning a surprise is to determine whether the guest of honor will appreciate or dread it. It’s easy to get caught up in the excitement of planning and forget to find out if the birthday boy/girl is enjoying it. For example, community college students may find a 21st birthday surprise exciting, while others who are introverts may be troubled by the idea.
Prepare yourself for surprises by creating a planning checklist or outline. Put all the relevant information including name and contact number in this list. Use the steps below to make it easy to plan an amazing birthday.
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Most of the planning is done well before the actual day. Follow these steps to plan:
When the day arrives, it is important that everyone knows what to do and when. Double-check your timeline to see who will receive the guest of honor. Arrive at the venue about an hour before guests arrive and prepare food 15 minutes before guests arrive. Watch the birthday boy/girl enter and then shout “surprise” with the rest of the guests as they walk through the door.
Choosing the right location is a major aspect for this type of plan. If you’re having trouble coming up with ideas, consider these places:
How To Plan A Surprise Birthday Party
Don’t let the fun end with the opening “surprise”. Be sure to add a few other surprising elements to keep the excitement going all day or night.
One of the biggest problems people face when planning a surprise birthday is that the guest of honor finds out about the big surprise. If this happens, do one of two things: ask the person to act as a surprise, or reschedule another date to surprise them. A backing plan is a good idea for the other elements as well. For example, take extra drinks and easy fast food in it
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