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Step 1
Choose a day and time for the party that doesn't clash with the guest of honor's vacation, a project deadline or important meeting. Coordinate with his boss or secretary to ensure they keep the time clear on his schedule. You may even want to schedule a "meeting" for that time so he doesn't leave the office.
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Step 2
Find a location for the party. Consider a site in the office like the conference room so it will be easier to get your co-worker to the space without suspicion. You can also reserve tables at a local restaurant if you'd rather not create a mess in the office that you'll have to clean up after the party.
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Step 3
Talk to your colleagues to determine if you want to have the surprised party catered or if you'd rather make it a potluck affair to save money. Assign someone to be in charge of gathering decorations and tableware.
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Step 4
Send the invitations via email so there won't be a paper card for the guest of honor to stumble upon. Consider telling people about the party in person, however, if some of your co-workers often forward emails to other people by accident.
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Step 5
Make up a reason for one of your co-workers to keep the guest of honor away from the party location so she won't see people bringing in the food and decorations. Once everyone is in the room, call her to the conference room for a last-minute "meeting" or have someone take her to lunch at the restaurant where everyone is waiting for the surprise.
