Creating the magical Bat Mitzvah
Choose a theme that thrills your daughter. Many times your daughter loves several things like gymnastics, dancing and horses or dogs and trying to pinpoint one can be hard. If you can afford it and you’re doing the Friday dinner, the main event on Saturday and then the brunch on Sunday, perhaps you can incorporate at least a couple of your daughters passions throughout the weekend.
This Magical Mitzvah theme was candy land
Bar/Bat Mitzvah Checklist and Timetable
Make sure to plan early for your child's Bar/Bat Mitzvah. Pick your preferences for a date and finalize after Okaying with important guests, locations, or Rabbi/Cantor
Start a notebook/ file
folder to hold all of your planning notes for all of the details you need to organize
.
Eighteen Months Before Event:
Decide on the type of event you want (day, evening, formal etc.).
For summer events
check “sun down” times, this might affect your preferences of booking the synagogue or an
outside banquet facility.
Prepare a preliminary guest list and budget.
Estimate number of guests and investigate size or limitations to the reception hall or caterer.
Discuss your child’s interests in a Mitzvah project.
An early start on the project will allow your child a more meaningful & elaborate effort. It may also help shape a theme for the event and allow your student more time to study for the ceremony when the date gets closer.
Twelve Months:
Meet with a party planner, such as Jennifer Lane Events in Denver, just because we advise 12 months, a great event planner such as Jennifer Lane Events can help you where ever you are in the planning process and assist you through the finish line!
Investigate your party theme (this may affect your banquet room choice)
Investigate & book banquet facility and/or caterer
Investigate & book your band or DJ
Investigate & book the photographer/ video photographer
Six Months Before Event:
Meet with a party planner, such as Jennifer Lane Events in Denver
Make arrangements for any special tutoring your child may need to learn his/her Torah portion.
Arrange for out -of –town guest accommodations
Decide on your party theme & color scheme.
Talk to florists about prices and floral designs
Decide on centerpieces/balloon designs/prop designs
Start looking at invitation designs and prices
Create a guest list with complete and current mailing addresses
Start shopping for outfits for all the weekend events (Friday night services,
Saturday morning services/kiddush, Saturday evening services if needed)
Three Months Before Event:
Meet with a party planner, such as Jennifer Lane Events in Denver
Order your invitations.
Order or design your sign -in board and guest book
Order party favors.
Order personalized kippot, party favors, & napkins so they arrive in time
Confirm menu/wine and other beverages
Talk to reception site/caterer, and re
serve any additional rental items you will need
Finalize the guest list.
Send out 'Save the Date' cards, especially for out of town guests
Make a hotel packet for out -of-towners.
Make appointments with florist/balloonist and place order.
Try to make your final selections on clothing and accessories.
Buy stamps.
Have completely assembled invitations weighed to ensure correct postage.
Have your event planner set up the calligrapher, if desired.
Six to Eight Weeks Before Event:
Mail the invitations.
If you choose to do a Havdalah service or a cake cutting ceremony, select who you will be calling up, and write a nice introduction about each of them.
Make up a song for the band.
Develop a timetable for your reception – entertainment, banquet hall, caterer
If you’re planning on bringing kids to the party make sure you start to arrange transport
One Month Before Event:
Meet with a party planner, such as Jennifer Lane Events in Denver
Talk to your rabbi about final timeline and final details of the services
Sit down with your child's tutor and make sure they are ready for their big day, take this last
month to narrow down on any trouble spots they may have.
Begin working on seating arrangements with reception site, have them provide you with a diagram of the room, and table placements.
Make sure arrangements are complete with centerpieces, napkins, balloons, sign -in board etc.
Place announcement in synagogue bulletin and American Jewish World
Make a hotel welcome packet for out -of –town guests that could include: itinerary, directions, brochure of things to do, etc.
Make hair stylist and manicure appointments.
Have final fittings done for clothing
Arrange catering for brunch
Arrange catering for brunch
Write prayers or speeches.
Two to Three Weeks Before Event:
Your child's and your speeches should be complete at this time so you may polish their delivery
Choose people for aliyot and honors.
Choose the people to be honored if you have a candle lighting ceremony
and write poems
Connect with DJ about last minute instructions, music requests, & candle lighting songs.
Develop seating arrangements
Order food for Kiddush or One Shabbat
Call guests who haven’t responded
Give final instructions for photographer/videographer
Finalize seating arrangements and have place cards printed
Review your service contracts, get payments in order for all hires
Make sure suits, gowns and shoes all fit, and are pressed and ready to wear
One Week Before Event:
Meet with a party planner, such as Jennifer Lane Events in Denver
Take formal pictures and pictures on Bimah.
Confirm final guest count with caterer. Confirm set -up instructions and menu items
Give decorator, or florist, final number of tables for centerpieces
Make arrangements to get your guests from the airport to the hotel.
Bring welcome baskets to the hotels where your guests are staying.
Review
the exact timeline of all events (point out any changes) with all or your reception providers.
Go through responsibilities with your friends and family involved. Choose one person to make sure
your timeline is followed throughout your event and to greet the reception providers.
Confirm your hair and makeup appointments
Confirm your brunch arrangements
Make final seating adjustments
The Day of the Event:
Event planner will be on site hours early
Make sure you and your child get a good night’s sleep and have a good breakfast
Leave yourself plenty of time to get ready
Remember matches or lighter for candle lighting
Relish the “joy” of your Simcha and relax
Don’t forget to praise and support the Bar/Bat Mitzvah through out the whole day for their fine job and incredible effort
Decisions to be made, will you be including any of these elements, if so... what inspires you? This is where your custom decorator, such as Event Decor Divas comes in.
The main Dinner
Entrance Area Décor
Welcome Sign
Balloons
Life size cutout with welcome speech bubble
Sign-in Board/Book
Sign-in Board or 3D Sign-in book
Balloons at the sign in area
Pens for the board or book
Seating Card Area
Seating Cards
Seating Card Sign
Balloons at the seating card table
Tables
Adult Centerpieces
Kids Centerpieces
Table Numbers
Candy
Napkin Rings
Votive Candles
Linens/Napkins
Personalized Cameras
Bar/Buffet Area
Menu signs
Buffet Signs
Balloon arches over each buffet
DJ Area
DJ Sign
Balloon towers on either side of band/DJ
Other
Ceiling Treatment
Cocktail Napkins
Photo Op
Newsletter/Menu
Favors
Dance floor Giveaways
Personalized Favors
Personalized Favor Tags
Entertainment
Games
Magician / additional entertainment
Balloon Sculptor
Tattoo artist
Other _______________________________
Other things during the weekend:
Out of town guests
Out of town guest/ group activities or tours?
Invitations
Thank you Notes
Welcome Baskets
Weekend-at-a-Glance
Maps
Kepot
Shabbat Dinner décor/location
Welcome sign
Centerpieces
Invitations
Kiddush Luncheon décor/location
Invitations
Centerpieces
Other _______________________________________
Sunday Brunch
Invitations
Centerpieces
Other _______________________________________
