Are you planning to organize a surprise birthday party as a full-fledged event? If yes, then it requires a lot of preparation beforehand. Managing all the logistics & organizing a party while maintaining its wow factor requires a lot of effort & consideration of several elements. Organizing a full-fledged event like a surprise birthday party can also turn out to be a time-consuming affair if not planned judiciously. All the great ideas can turn into a disaster if not executed with exemplary efforts. The prime focus should be on the selection of the perfect venue for the birthday party. There are several options like farmhouses, resorts, villas, banquet halls, or party lawns. You can choose one based on your preference and budget. Likewise, there are several other decisions to be taken. Here in this blog, we will discuss the crucial steps to organize a surprise birthday party and give you many useful tips. Read on to know more.
Setting A Budget
Firstly, you need to fix a budget. This will help you choose the perfect venue for the surprise birthday party that you are planning to organize. Also, when you fix the venue, you will have a clearer idea of the other expenses like F&B, decoration, etc. Setting a budget will also give you an outline of the entire execution plan so that you stay within your budget. You should necessarily choose the venue depending on the number of guests you are planning to invite.
Venues – Farmhouse for Suprise’s Birthday party in Delhi | House for Suprise’s Birthday party in Delhi
Preparing the Guest List
After setting up the budget, it is time to make the guest list, keeping in mind that it is within your budget. You should ideally search for a party venue that can comfortably accommodate the number of guests you are planning to invite. Also, you need to consider other factors like amenities, location, and availability while selecting a surprise birthday party venue to give a delightful experience to your guests.
Choosing a Time for a Party
You should finalize the time of the surprise birthday party, keeping in mind that it is a suitable time that genuinely surprises the person for whom you are throwing the party. The party time should also be ideal for the guests to visit. You should discreetly check the availability and schedule of the person before you finalize the date and time of the party. This will ensure your complete peace of mind.
Selecting the Appropriate Venue
Selecting the appropriate venue is one of the most complicated tasks. You can choose an entire farmhouse, restaurant, bar, villa or banquet hall for the surprise birthday party. While finalizing the venue, you should keep in mind the favorite place of the person for whom you are organizing the party. This will help you remain discreet and consistent. Finally, you should make sure that the chosen venue is such that guests can discreetly and easily reach there before the birthday girl or boy arrives at the venue to create the required surprise effect.
Finalizing a Theme
To make the surprise birthday party more interesting, you need to choose a theme that keeps in mind the interests of the birthday boy or girl, like movies, sports, eras, colours, etc. You should plan the entire party revolving around the chosen theme, from the birthday décor to food and music. You should list the possible costumes that the guests can wear relevantly as per the selected theme of the party. You can also create a song that matches the theme of the surprise birthday party.
Planning the Decoration
Once the theme of the surprise birthday party is finalized, the fun part is about to start – the decoration. You can share your personalized ideas with the venue owner and ask them if they can execute the same. If they can execute the same, it is good, or you can hire an outside decorator.
Preparing the Menu
Firstly, you should arrange for a special birthday cake for the birthday girl or boy. Considering the taste of the birthday girl or boy, you can book their favourite cake from a local bakery or cake shop. You should also plan the birthday meal and it can include a catering service or buffet. Also, there should be an assortment of non-alcoholic and alcoholic beverages like mocktails, cocktails, wine, champagne, etc. While finalizing the menu for the surprise birthday party, consider the dietary preferences and restrictions of the birthday girl or boy as well as the other guests. You can arrange for vegetarian, non-vegetarian or vegan meals accordingly.
Sending out Sneaky Invitations
You can choose to send digital invitations & ensure that all your guests are well aware that the party remains a surprise. You should take care that there are adequate parking & entrance instructions for the guests to maintain the surprise for the birthday boy or girl. It is also advisable to create a group on a communication app and include all the guests so that any last-minute change can be communicated quickly.
Making a Decoy Plan
Once everything is done, this step is exclusive to the particular person for whom you are arranging the surprise birthday party. Making a decoy plan will ensure that your organized surprise birthday party becomes a success. You can ask the person to spend the entire day or the evening with you for a special dinner & drinks. Then, when the person arrives, they will find the waiting guests at the venue, which turns out to be a great surprise for the birthday boy or girl.
How Can You Start the Birthday Surprise?
Now, the big question is how to bring the birthday boy or girl to the venue where all the action lies. There are many ways to accomplish this, but things can be confusing if you plan to throw a surprise birthday party for the first time. You should refer to any of the below-mentioned decoy plans to maximize the chances of making your surprise birthday party idea a success.
- Ask them to go on a shopping spree.
- Take them for a spa day.
- Ask them for a dinner where you will mention that only both of you will be present.
- Ask them to go for a drink together.
When talking about surprise birthday party ideas for kids, then you should try out one of the following decoy plans.
- You can tell them that you will take them to have a meal outside.
- You can ask them to go on a road trip with you.
- You can tell them you want to take them for an appointment with a doctor.
Useful Tips on Planning a Small Surprise Birthday Party
If you are planning a small surprise birthday party with a limited number of guests, then here are a few tips that you should keep in mind. A small surprise birthday party can be a very successful one filled with fun and love. It is a more intimate party as compared to a giant surprise birthday party.
Choosing a smaller party venue
If you are planning for a smaller surprise birthday party, choose a smaller banquet hall or a cozy restaurant that is suitable for a smaller crowd.
Planning a budget
One of the initial and very crucial steps while planning a small surprise birthday party is finalizing the budget. Fixing a budget will help you envision what would be included in the party.
Limit the list of invitees.
When you are planning a small event, it is evident that you need to limit the number of guests. It would help if you ideally prioritized inviting only close friends and relatives to make it a very intimate party. Once you have the final list of guests ready, you can send sneaky invitations to them digitally, or you may opt to call them for a more personalized invitation.
Food & drinks
Once all the elements are done, it is time to plan for the fun part. You should order food & drinks for the guests as per the number of guests. No matter whichever venue you choose, you should never compromise on the choice and quality of the food that you serve to the guests.
Tips on Keeping Your Surprise Birthday Party a Top Secret
Firstly, make it a point only to invite people to a birthday party who are very close to the birthday boy or girl. You should also communicate to all the invitees that it is a surprise party and thus they should not communicate anything to the birthday boy or girl to maintain the secrecy till the last moment. You should also refrain from posting anything regarding the surprise party on social media before the party.
If the birthday boy or girl remains close to you always and if it is becoming challenging to discuss the secret party, it is wise to use some code words while discussing it to maintain its secrecy.
Conclusion
Birthday celebrations are always fun, but the fun gets doubled when it is a surprise birthday celebration. Both the celebration and the pleasant surprise birthday gift make the event memorable for the birthday boy/girl and all the attendees. We have discussed several surprise birthday party ideas and valuable tips here in this blog, which makes it easier for you to plan a surprise birthday party. By following the above tips and choosing an appropriate venue for the party, you can throw an unforgettable surprise birthday party for your dear one.
