Planning List | Klezmerband

Planning & Checklist

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Below is a timeline based list to help you make sure you have everything covered for your Bar/Bat Mitzvah planning. Use what applies to you and disregard the rest.

12+ Months

Begin envisioning your son's or daughter's Bar/Bat Mitzvah -- formal hotel or synagogue? Casual at-home get-together? Need help getting started? We got you covered.
Decide on a budget.
Pick your preferences for a Bar/Bat Mitzvah date and time, and finalize after okaying with important guests, location, or officiant.
Begin interviewing party planners (if you'll have one) and/or start asking family and friends for local Bar/Bat Mitzvah vendor recommendations.

10 to 12 Months

Sign your son/daughter up for Bar/Bat Mitzvah classes at your synagogue.
Start interviewing caterers.
Scout out Bar/Bat Mitzvah sites.
Start looking for a rabbi who suits your family's style and spirit, if you don't have one already.
Book your synagogue and/or Bar/Bat Mitzvah site as soon as you see something you love that's available on your date.
Get organized! Start a notebook/file folder to house all your Bar Mitzvah-planning paperwork in one place.
Begin working on a preliminary Bar/Bat Mitzvah guest list and decide on your Bar/Bat Mitzvah's approximate size.
Choose a color scheme or your Bar/Bat Mitzvah's style. Take into account the decor of the rooms/areas you have reserved for your ceremony and reception.
Decide on a caterer. Calculate an approximate price per head and begin working on a menu.
Brush up on Bar/Bat Mitzvah traditions you might want to incorporate into your ceremony or party.
Finalize the guest list.
Sign your caterer contract and send in a deposit.
Book The Maxwell Street Klezmer Band!
Set up appointments with various florists to discuss options.
Interview and get price lists from several photographers and videographers.

6 to 8 Months

Begin looking for a baker to make your Bar/Bat Mitzvah cake. Your caterer is the best source for leads.
Reserve photographer and/or videographer, decide on a package, sign contract, and send deposit.
Choose your florist and send a deposit to reserve their services.
If you are ordering a dress (especially one that'll require tailoring), start shopping now. Order as much in advance as possible to leave time for last-minute alterations.
Set aside blocks of hotel rooms for out-of-town guests.
Book a baker, choose your Bar/Bat Mitzvah cake design, and send a deposit.
Finalize menu and service details with caterer.
Order your Bar/Bat Mitzvah invitations, announcements, and thank you notes (don't forget plenty of extra envelopes).

4 to 6 Months

Decide on a floral scheme, choose flowers, and negotiate prices with florist. Be sure to sign a contract outlining what you agreed upon.
Start thinking about ways to decorate, if you haven't already.
Reserve tables, chairs, and/or other rental equipment you'll need (unless caterer or site is taking care of it).
Compile information packages for out-of-town guests with hotel reservation and city information, and mail them out.

3 Months Before

Make or buy favors. Allow extra time for custom-made favors (i.e., chocolates in a preprinted box).
Pick up your invitations.
Start addressing invitations or drop them off with the calligrapher (you'll need to send them out at the two-month mark).
Arrange Bar/Bat Mitzvah-day transportation for you, your family, and guests (as needed).
Send out invitations (be sure to add extra postage for overseas guests).

2 Months Before

Confirm reservations for out-of-town guests.
Arrange parking for the Bar/Bat Mitzvah, if needed.
Order liquor, wine and/or champagne if they're not included in the catering contract.
Arrange for a special entertainment, like dancers.
Buy a guest book (and some nice pens).

1 Month Before

Work on a list of "must-play" (and "must-not play") songs with your Maxwell Street Klezmer Band bandleader.
If you've ordered a dress or suit, pick it up from the store and have your final fittings done.
Have a follow-up meeting or phone call with rabbi to go over Bar/Bat Mitzvah timing and details.
Sit for your family portrait if included in your photography package.
Get a head start on those thank-you notes (it will feel great to get a batch out before the Bar/Bat Mitzvah).

2 Weeks Before

Give final head count to the caterer. Confirm set-up instructions and menu items.
Call location manager and make sure your vendors all have access to the site when they need it.
Confirm head count, delivery time, and location with the baker.
Call guests who haven't RSVP'd for the Bar/Bat Mitzvah. It's okay to do this, you need a final head count!
Start putting together the seating plan if you're having a seated meal.
Finalize seating chart. Buy materials for and make place cards (give typed names to the calligrapher if you're using one).
Confirm delivery locations, times, and final arrangement count with florist.
Prepare your toasts or thanks to friends and family.
Give seating chart to caterer, location manager, party planner or host.
Fax transportation providers a schedule and addresses for pickups on the Bar/Bat Mitzvah day.
Confirm all final payment amounts with your vendors.
Confirm location, date, and time with videographer.
Confirm location, date, and time with photographer; create your "must-take" photo list.
Prepare out-of-towner gift bags.

The Day Before

Get some much-needed sleep -- if you can!
Deliver out-of-towner gift bags.
Drop off favors, guest book, and pen at the Bar/Bat Mitzvah site.

The Day of

Confirm with people who you expect to give/lead toasts at the Bar/Bat Mitzvah.
Take a moment to tell your son/daughter how much you love him/her.
Relax, smile, and enjoy the day!

After the Bar Mitzvah

Upload your digital photographs onto a photo-sharing website. These will probably be the first photos available since professional proofs can take weeks.
Make sure all vendor bills have been paid in full.
Find out when you can expect your edited Bar/Bat Mitzvah video (if you used a videographer).
Within two months of your Bar/Bat Mitzvah, set aside some evenings to help your son or daughter write that stack of thank-you notes.