Planning Guideline & Checklist

Because a Bar/Bat Mitzvah is such a milestone in a young person's life, it requires a lot of planning- at least one to two years in advance. Due to the special nature of this landmark lifetime event, if you can afford to, it is highly recommended that you hire a special event coordinator experienced in planning Bar/Bat Mitzvahs. This will help ensure all the details are covered and enable you and your family to relax and enjoy the day.

Below is a checklist to assist in keeping you on track with your planning needs throughout the process.

One to Two Years Prior:

• Interview and hire a professional event planner.

  Before hiring him or her, have a clear definition defined of what it is you will need help with. Make sure you get everything in writing via a contract so that both of you are set up for success.

• Choose date and time
  
• Book Temple and Rabbi
  
• Plan Budget
  
• **Choose Reception Location
  
• Choose Caterer (many reception/event locations have their own)
  
• Select music (band, DJ, etc)
  
• Select other entertainment (magicians, caricature artists, etc)
  ** To see a wide array of options, visit WeddingLocation.com where these locations' event professionals specialize in everything from weddings to reunions to Bar and Bat Mitzvahs. These locations are skilled in the details necessary to making landmark lifetime events successful.

Six Months to One Year Prior:

• Choose mother and father's attire (children's attire can wait until later due to the fact children grow so rapidly, there will be less tailoring and adjusting).
  
• Select photographer, videographer
  
• Select florist
  
• Book rental equipment for party (your event planner can help you determine what is needed)
  
• Scout out local accommodations for out of town guests. Book a room block.
  
• Plan a printed program to hand out at the Bar/Bat Mitzvah to your guests that includes information such as the order of service, the significance of the Bar/Bat Mitzvah, prayers, poems, etc. This will help everyone follow along regardless of faith. We have included a section of poetry that has been read at previous Bar/Bat Mitzvahs here.

Four Months Prior:

• Prepare and finalize guest list
  
• Choose / order invitations, etc.
  
• Design maps/directions/inserts (also include information on accommodations for out of town guests)
  
• Choose and order party favors
  
• Choose and order guest towels, cake and cocktail napkins
  
• Purchase yarmulkes (skull caps)

90 Days Prior (Three Months):

• Choose Bar/Bat Mitzvah attire (it's never too early— allow room for growth and alterations)
  
• Choose sibling's attire
  
• Address Invitations

60 Days Prior (Two Months):

• Order cake
  
• Set date to meet with rabbi
  
• Give temple information for personalized booklet
  
• Mail invitations
  
• Buy gifts for Rabbi, Cantor, musical accompanist(s), etc.
  
• Set salon appointments for hair, nails, etc.
  
• Plan exact menu with caterer or event facility (including cake)

30 Day Countdown (One Month):

• Meet with Rabbi
  
• Order Challah (if caterer is not doing it)
  
• Confirm final arrangements / contract (i.e. arrival times, prices, departure times, etc) of:
  
  • Florist
  • Band/DJ
  • Photographer/Videographer
  • Decorator
  • Special Event Professional's Day of Duties (confirm what will he/she be expected to do, what times will he/she be available, will she oversee vendors and their jobs, etc)
• Decide on table assignments, number of centerpieces
• Write place cards and alphabetize
• Wrap favors for children
• Have child write speech and practice in front of you
• Prepare checklist of last minute reminders
• Prepare Master List of Key Players and Timeline for day of for Event Coordinator. If you do not have a professional event coordinator,
  
• consider asking a very close friend or family member to act as one the day of the event. Your event coordinator should go over your master time line, have the names, phone numbers and copies of contracts of all of your vendors (photographer, florist, etc) at least two weeks in advance of your Bar/Bat Mitzvah.

The Day of the Event:

Make sure you eat something light before the ceremony. This will help keep nerves and stomachs stable during an exciting time.

Bring to Temple:

• Yarmulkes, Tallit
• Challah, Cakes, Wine (if caterer not providing)
• Small cups for wine, napkins
• Kiddish cup
• Platter, bread knife
• Copies of Aliyah
• Extra Direction Cards to Reception Location
• Child's Speech– both English and Hebrew
• Parent's Prayer
• Rabbi/Cantor/Choir Gifts
• Programs for guests (if applicable)
• Phone Numbers of all vendors providing services for the day

Bring to the Reception:

• Commemorative Poster Board for guests and family to say something to the honoree, Easel, several pens or markers
• Favors (Special Event Coordinator may be able to take and put out)
• Place Cards
• Seating Arrangement
• Prizes for games
• Extra Challah (if not provided by caterer)
• Cake knife and server (if applicable)
• Cash for Tips (bartender, valet, etc)
• Checkbook and pre-made-out checks for vendors