The elements of a surprise party may seem simple enough
– a cake, some balloons and 20 or so people hiding in coat
closets and behind sofas – but pulling off the real thing without
the guest of honor catching on is harder than it may seem.
The elements of a surprise party may seem simple enough – a cake, some balloons and 20 or so people hiding in coat closets and behind sofas – but pulling off the real thing without the guest of honor catching on is harder than it may seem.
Something as simple as a confirmation call from a cake decorator or party rental agency can send the entire thing awry, but local party planners have a few suggestions on making your next fête flub-free.
Keeping quiet begins with the earliest decision you’ll make: the date.
“Most people do a surprise party around a big birthday or event in a person’s life, so people are more likely to think a surprise is coming the weekend of their birthday,” said Donna Feichtmann, owner of the party planning and rental service Party Outlet Inc. in Morgan Hill. “It’s easier to catch them off guard at another point, so some people will have the party two or three weeks before or two or three weeks after the fact.”
Once a date has been selected, it’s time to send out invitations, but make sure to be clear. The invitations should note that the party is a surprise and should never, ever tell party-goers to respond via the guest of honor’s home phone line, said Feichtmann. Instead, offer up a personal cell phone number or, to distance yourself even more from suspicion, send responses through a third party.
Event planner Victoria MaGee of Victoria’s Everlasting Events in Hollister sends out invitations for her clients, ensuring that the phone of the one planning the party isn’t constantly ringing with RSVPs, but a friend or family member could also take up this task.
For other planning matters, be sure to use a cell phone, said Austin Hood, manager of A to Z Party Rentals in Hollister.
“We don’t want to call and ruin the surprise,” said Hood. “If we’re delivering things, we’re going to need to get in and set up, and we’ll have to coordinate arrival times. We did one party up in Gilroy where we actually had to put up a big tent. We had to wait for the person to leave and synchronize with the caterer to be sure the wife was out of the house.”
Distractions are important the day of the party if you plan to stage the celebration in your home, said Feichtmann.
“A lot of people distract the guest of honor with errands or, if they’re into sports, having them go to a game or play a round of golf,” said Feichtmann. “Going to the grocery store is not going to cut it because you’re going to need time to cook, to set up and decorate. And you have to get everyone inside.”
Off-site parties can be easier to plan, said MaGee, who arranges specialty celebrations in her back yard, catering to everyone from couples in search of a secluded romantic dinner to surprise parties with 120 guests.
“We’ll plan that it’s going to be an outing and it actually isn’t,” said MaGee. “The host or hostess can just say, ‘Oh! I forgot. Do you mind if I drop this thing off on my way?’ When they pull up to the site, it’s just a regular-looking house on the outside, so there’s usually nothing to expect.”
MaGee then lures unsuspecting partiers into her back yard on the pre-text of showing them something interesting in her garden. When the back door opens, the festivities begin, she said, but that’s of no use if one final thing isn’t in place.
Guest control is vital to the success of a surprise party. In your set-up time, leave a reasonable space for guest arrivals, said Feichtmann, and ask party-goers to park in far-flung or well-hidden spots. If the walk to your home is particularly long or the guests’ cars are particularly difficult to hide, consider asking a couple of friends to shuttle guests to the party site from a remote location, she said.
After that, it’s up to you not to break into a fit of the giggles every time you hear the words “birthday” or “surprise.”
local party planners
Here are a few party planners available in the area. For a complete listing, check your local phone book.
Event Decor, Gilroy, (408) 847-4272
Feelin’ Festive, 2425 Olea Court, Gilroy, (408) 848-5234
Party Planners, 1998 Nora Drive, Hollister, (831) 636-2468
Party Outlet, Morgan Hill, (408) 776-8108
