- 1). Create a guest list. This will give you an idea of how many people will be attending the surprise party. The guest list will vary depending on the occasion you're celebrating. If it's a milestone at the workplace, you're likely to invite many of the honoree's coworkers and perhaps old colleagues who no longer work with them, but remain close friends. For a birthday party, the guest list will focus on family and friends. Once you know how many people will be attending, you will be able to figure out how to use your limited budget and choose a proper venue.
- 2). Choose a venue for the surprise party. Hosting the surprise party at your home will be one of the more affordable options because it removes the cost of a venue, which can be huge if you are renting a hall or ballroom.
For a typical party of between 20 and 40 people, you can have the party at your home or at a restaurant. Call around to find out which restaurants in your area have a private room. Many do not have a fee for using this room, since a gratuity fee will be tacked onto the bill of large parties. If you go with a restaurant, be sure to confirm with the same person with whom you booked the space a few days before the event. - 3). Send out invitations. This should be done about three weeks prior to the surprise party. For a crowd where most guests are 40 and older, it's best to stick with hard copy invitations with a phone number where guests can RSVP. Buying invitations online is cheap, but depending on how many you need, shipping costs may end up making the discount invitations more costly. Peruse a local craft store for stationery that can be used as an invitation and allows you to print your own wording on it at home with your computer.
For guests under 40, it is common to send out online invitations (e-vites) instead of hard copy invites. Have guests RSVP to your email address. Sending e-vites prevents the guest of honor from finding out about the party and is also free to use on many websites. Alternatively, you can also create your own e-vite in a program like Adobe Photoshop. - 4). Create a menu. If you are having the party at your home, come up with a menu that is tasty while wallet-friendly. Instead of serving food, go with cocktails and light fare. Just because you are throwing a party doesn't mean you have to feed a full meal to your guests.
To refrain from spending too much on alcohol, create a signature drink for the event and only serve it and one or two other options. Always have a non-alcohol beverage such as bottled water or punch.
When it comes to food, go with simple items that can be made the day of the event with minimal effort. A fresh fruit tray, raw vegetables and hummus, and light sandwiches like chicken salad are all easy items that can be consumed while mingling. For a more upscale feel, wrap fresh asparagus in prosciutto and have a tray of assorted chocolates and cheeses. Once food is gone, it's gone. Do not feel the need to replenish food numerous times, as this is a party for the guest of honor, not a sit-down dinner. - 5). Be your own DJ. Create a playlist of crowd-pleasing songs and set up your MP3 player with speakers. Let the music roll and eliminate the need for a DJ or band. If you are hosting the party at a restaurant, they may have their own music playing. If you are willing to bring your MP3 player and speakers in, ask a manager if he or she can turn off the sound to the private room so your guests can enjoy hand-picked tunes.
- 6). Distract the guest of honor. Have someone close to the guest of honor distract him or her while you are setting up the party. The person handling the guest of honor can say they have to stop by your home or at the restaurant to pick something up from someone and insist he or she come inside to do so. Watch as your guest of honor is surprised and has a wonderful time among loved ones.
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