Please review the Bar Mitzvah event planning timeline below and print it out. Check off the tasks as completed to keep track of your progress.
8 OR MORE MONTHS
ESTABLISH A BUDGET
CREATE EVENT DAY ITINERARY
ESTABLISH COLOR SCHEME
ESTABLISH THEME
DETERMINE NUMBER OF KIDS AND ADULTS
ESTABLISH GUEST LIST
FILL IN ADDRESSES IN GUEST LIST TEMPLATE
ORDER SAVE THE DATES
VENUE WALK THROUGH WITH PLANNER
MAKE HOTEL BLOCK FOR GUESTS
MAKE HOTEL BLOCK FOR OUT OF TOWN VENDORS
CONTRACT PARTY VENUE
CONTRACT DJ/BAND FOR MUSIC
CONTRACT CATERER
CONTRACT PHOTOGRAPHER
CONTRACT VIDEOGRAPHER
CONTRACT DECORATOR
SELECT AND CONTRACT ACTIVITIES
BEGIN GIFT REGISTRY
CREATE BAR/BAT MITZVAH WEBSITE
6 TO 8 MONTHS
MAIL SAVE THE DATES
SELECT INVITATION DESIGN
CONTRACT KIDDISH LUNCHEON VENDORS
CHOOSE PARTY FAVORS
CREATE CUSTOM LOGO
ARRANGE FOR GUESTS TRANSPORTATION
ORDER PROPS AND/OR RENTAL ITEMS FOR PARTY
ORDER DECOR/RENTALS FOR KIDDISH LUNCHEON
CONTRACT KIDDISH LUNCHEON CATERER
DETERMINE PARTY LOGISTICS AND SPACE PLANNING
CONTRACT GUEST TRANSPORTATION
WORK ON PHOTO MONTAGE/VIDEO FOR PARTY
4 TO 6 MONTHS
PURCHASE ATTIRE
ORDER PARTY FAVORS
ORDER GIVEAWAY PRIZES
DETERMINE MUSIC SELECTIONS FOR PARTY
ORDER KIPPAHS
SELECT MENU FOR TASTING
DO MENU TASTING
ORDER SPECIALTY DESSERTS
SCHEDULE SALON TRIAL RUN
SCHEDULE SALON APPOINTMENTS
DESIGN CENTER PIECES/DECOR
WORK ON CANDLE LIGHTING FOR PARTY
2 TO 4 MONTHS
MAIL INVITATIONS
ORDER CUSTOM PRINTED MATERIALS (TABLE NUMBERS, SIGNS, GUEST SIGN-IN, FAVOR TAGS)
CONTACT LOCAL NEWSPAPER
DO SALON TRIAL RUN APPOINTMENT(S)
FINALIZE ALL EVENT CONTENT
SCHEDULE MITZVAH REHEARSAL WITH RABBI
FINALIZE MENU AND DETAILS FOR KIDDISH LUNCH CONTENT
1 TO 2 MONTHS
ORGANIZE AND RECORD GUEST’S RSVP
RECORD GUEST MEAL SELECTIONS
ASSEMBLE FAVORS
OBTAIN MARRIAGE LICENSE
FINALIZE AND CONFIRM ALL SONG SELECTIONS WITH DJ/MUSICIANS
CONFIRM GUEST TRANSPORTATION NEEDS
ORDER ANY PRINTED FAVORS ITEMS
3 WEEKS
DETERMINE FINAL GUEST COUNT FOR EVENING PARTY AND LUNCHEON
CONTACT ANY GUESTS WHO HAVEN’T RESPONDED
PUT TOGETHER HOTEL BAGS FOR OUT OF TOWN GUESTS
DO GUESTS SEATING ASSIGNMENTS
2 WEEKS
FINAL VENDOR WALK THROUGHS
MEAL SELECTIONS NEEDED FOR PLACE CARDS
CONTACT ANY GUESTS WHO HAVEN’T RESPONDED
GUEST SEATING GIVEN TO CALIGRAPHER
ONE WEEK
GATHER NEEDED BAR/BAT MITZVAH MATERIALS (SEE CHECK LIST)
FINAL COUNT CONFIRMATIONS TO VENDORS
MEAL COUNTS DUE TO CHEF
FINAL PAYMENTS TO VENDORS
2 DAYS
SERVICE REHEARSAL AT SYNAGOGUE
STAGED PHOTOS
DELIVER OUT OF TOWN BAGS TO HOTEL(S)
ONE DAY
PREPARE PAYMENTS/TIPS TO BE GIVEN ON EVENT DAY
GIVE BAR/BAT MITZVAH MATERIALS TO PLANNER FROM CHECKLIST
