When you’re in the last 4 to 6 weeks or planning your mitzvah, everything should really be coming together nicely. It’s the time to consider your Mitzvah timeline and Mitzvah production schedule, who will create these and what should be included. What is the difference between a Mitzvah timeline and a Mitzvah production schedule and what are some things that need to be included?
Your Mitzvah Timeline includes what is going to happen during your party. Generally this is something that your MC (in conjunction with your planner) will put together. It’s basically just an outline for your party and what your guests will experience.
Mitzvah Production Schedule
Production schedule is the big picture view of the entire day. It includes all of the information that your vendors will need to know to be successful at their job and the “behind the scenes” details that your vendors will need to take care of. Your planner should create this since they will be coordinating with your vendor team and will know what each vendor needs.
Questions to consider for your Mitzvah Timeline
- Do you want cocktail hour to be a full hour or shorter/longer?
- What sort of meal will you be serving? Plated? Buffets? Stations? When will each course go out?
- Will you be introducing the Mitzvah child or their family?
- Will there be a welcome speech? Toasts? A candle lighting? Blessings over wine and challah? Who will do each?
- Will there be any special dances? A parent/child dance? Hora (if so, who is going up on chairs)?
- Is there a montage? A speech from the guest of honor or their sibling?
Questions to consider for your Mitzvah Production Schedule
- What time will each vendor arrive?
- How long will it take for each vendor to set up? When does that set up need to happen?
- What time will the event space be available for load in? What time do vendor need to be loaded out?
- Will there be photos taken prior to the party?
- What items need to be set up and when? Favors? A candy bar?
Each event is a little bit different and may need more or different information than listed above. Working with an experienced planner will help you to map out all of the contingencies and ensure a smooth, flawless event where your vendor team will know exactly what needs to happen and when.
I hear it time and again, the RSVP deadline is 2 days away and I still need to hear from 30 people! If the first thing you need to do to plan for your child’s Bar or Bat Mitzvah is to make the list, the last thing you need to do for the finishing touches is to know the final number of guests to expect. And there are a lot of things that you can’t do until you have a darn close to final guest count.
1. Order Favors
Not only do you need to know how many to order, but you may also need to know sizes. When each item can run $20 a pop, you don’t want to wind up with too many extras or that’s just money down the drain. You don’t want to order too late or you’ll incur rush charges.
2. Seat guests
When placing guests at tables, you need to have a good sense of who is coming so you can seat the right people together. You want to ensure that no table is too crowded and no table is too empty. How can you do that if you’re still waiting to hear from your guests?!
3. Order Rental Items
If you don’t know how many guests to expect, how will you be sure of the number of tables and the number of centerpieces needed for those tables? How will you ensure you have the correct number of chairs rented?
4. Print Escort Cards
After you finally are able to assign guests to tables, it takes time to print escort cards or seating charts. It’s always a scramble at the end to get this done which causes lots of unnecessary stress for the Mitzvah family.
5. Food and Beverage
Guest counts are due to caterers anywhere from 3 days to 2 weeks prior to your event to ensure that they are able to provide ample food.
Don’t be a jerk! RSVP right away. A Bar or Bat Mitzvah is an amazing celebration and you’re not likely to get a better invite for the weekend. Just commit already! And, if you have to cancel at the last minute, you’d better have a darn good excuse.
It was wonderful working with Daniel’s family for his out of this world, outer space Bar Mitzvah party at Rock Creek Mansion in Bethesda, Maryland. The venue was the perfect backdrop for a glowing night of Israeli dancing, more dancing, games and out of this world fun. Daniel loves science and outer space, but didn’t want it to feel too theme-y. Our awesome team of vendors was able to deliver!
Invitations from Event Prints set just the right tone from the start–a sophisticated celestial celebration.
The whole room glowed including these unique cocktail tables…
… lounge furniture backed by a wall of twinkle lights that changed color throughout the event…
… and adult tables, all by Electric Events DC.
Finishing touches by Mitzvah Favorites expanded on the galaxy idea.
Tweens loved these drawstring book bag favors.
Thanks to the awesome vendors who helped make it happen and mazel tov to Daniel and his family!
Photographer: Michael Temchine Photography
Venue: Rock Creek Mansion
Catering: Potomac 18
Entertainment: Washington Talent/DJ Scott + Lox and Vodka
Invitations: Event Prints
Lounge/Photo Booth/Decor: Electric Events DC
Graphic Design/Favors: Mitzvah Favorites