The key to any successful event is planning and organization and this is particularly the case for a bar/bat mitzvah. Having a schedule to assist with this planning can help keep your simcha on time, within budget and avoid forgetting any important steps. Use the following timetable as a guide, adjusting and adding other items as you see necessary.
18 MONTHS – 2 YEARS BEFORE EVENT
- Secure the date with temple/synagogue
- Start thinking of the type of celebration you want to have
- Set a budget
12 – 18 MONTHS BEFORE EVENT
- Prepare a preliminary guest list
- Meet with a party planner
- Book venue, caterer, DJ, photographer, videographer and any other entertainment
- Choose theme and/or color scheme
- Discuss with your child their mitzvah project and schedule time to achieve their project goals
9 – 12 MONTHS BEFORE EVENT
- Send out save-the-date cards (if desired)
Book hotel rooms for out-of-town guests
Decide on centerpieces, balloon designs/prop designs
6 – 9 MONTHS BEFORE EVENT
- Tutoring begins for Torah portion; check with synagogue on schedule and timeline for meetings with rabbi and cantor
- Create guest lists for various weekend events (if applicable)
6 MONTHS BEFORE EVENT
- Order invitations and thank-you notes
- Finalize guest list
- Set up spreadsheet to track RSVP’s and gifts
- Order sign-in board
- Start working on décor (room layout, centerpieces, lighting, etc.)
3 MONTHS BEFORE EVENT
- Finalize menu and decor
- Start clothes shopping
- Order kippot for religious services
- Order imprinted personalized accessories and giveaways/party favors
- Mail out-of-town invitations
2 MONTHS BEFORE EVENT
- Mail invitations
- Create candle-lighting ceremony, determine who to honor
- Coordinate the entertainers and caterers, create a timeline for the day of the event
1 MONTH BEFORE EVENT
- Create welcome bags/baskets for out-of-town guests; include schedule and directions
- Coordinate transportation for out-of-town guests
- Reconfirm all services (photographers, entertainers, etc.)
- Connect with DJ with music requests
- Develop a seating plan
- Schedule rehearsal time with the temple/synagogue
- Write toasts and speeches
- Make sure all centerpieces, sign-in board, giveaways and other decorations are ready
- Place announcement in synagogue bulletin
1 WEEK BEFORE EVENT
- Confirm final guest count, set-up instructions and menu items with caterer
- Adjust seating plan
- Drop-off/make arrangements for decorations to arrive at the venue
- Take formal pictures
- Provide final payments or make arrangements with vendors
DAY OF EVENT
- Make sure you and your child have a good breakfast
- Leave yourself plenty of time to get ready
- Remember to bring kippot, tallit, aliyah list, Torah study note, handouts, speeches, matches/lighter and any other personal items to the service
- Praise the bar/bat mitzvah throughout the day for their excellent job and incredible effort
- Relax and enjoy the day!!!
