“Surprise!”
A good surprise party always makes for a lasting memory. Especially as the event planner, there is no better feeling than knowing that the recipient has absolutely no idea what is about to happen and that where they are about to arrive to is going to blow their mind.
Here is an idea (4 steps) that will work for all types of “surprise-worthy occasions” like a birthday party, engagement party, special anniversary (ex. 10 year) or a retirement party.
These steps will help you plan for an amazing surprise party that is fun, thoughtful and memorable forever.
Step 1. Choose a venue for the party - find a minimum spend venue
How do you book a venue through minimum spend? It’s like this. As long as your group spends at least a certain $ amount on food and/or drinks, the venue will be exclusive to your group for a private event.
In the case that your group does not reach the min spend, you as the event planner will be personally obligated to pay the difference to the owner.
For example, if your min spend is $2,000, then your group must spend at least that much on alcohol and food from 5pm-7pm and the bar will be exclusive to you. Minimum spend tends to range between $2,000 - 8,000. Sometimes over $10,000 on the weekend and for larger venues.
Step 2. Plan a trip to a “photographic memory lane” - decorate the venue with special photos
Here are some ideas… Say if this is for a surprise birthday party, try to find some baby photos or photos of that really fun trip to the cottage. Think favourite past times and inclusive memories like when you were all in the same band in middle school.
Or if you are planning a retirement party, find a photo of the first time that person joined the team or their first company outing. Maybe they had some special milestones along the way like hitting top sales.
When you have chosen all the photos, put them on a USB memory and get them printed. See if you can make time to visit the venue and visualize how the night would go. When decorating the venue with these photos, consider using an easy-peeling scotch tape to just hang them on the walls.
Step 3. Make up an excuse to “stop by” the surprise party venue
The easiest excuse to pull off is, “I was at this bar last night and forgot something (like an umbrella). Can we stop by real quick?
Step 4. Surprise!
BONUS - There may have been a family member that couldn’t make it to the party in person. Set up a video call either through someone’s phone or laptop. Most venues will have wifi so this shouldn’t be an issue to chat through Skype or Face Time. Better yet, have someone hold up the chat screen when the person walks in for the surprise.
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