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Discussion Forums

Checklist & Timeline for Parties
your Bar/Bat Mitzvah

Caterer and Venue Location: .
Party Planner/Decorator: .
Entertainment: .
Photographer: .
Videographer: .
Hotel Block: .
Date Activities Timeline
. Secure a videographer and a photographer Now
. Meet with your party planner to begin design elements One year before
. Contact hotels and decide where you would like to block rooms

Create a list of out-of-towners that you will invite

Request a block of rooms from hotel or hotels of choice

Eleven months before
. Bring the Bar/Bat Mitzvah child to meet with your party planner sometime this month to give input on decorations Ten months before
. Create a guest list with complete addresses Eight months before
. Begin looking at invitations

Decide on wording for invitations

Decide if you would like to make arrangements to transport the kids to and from the party

Seven months before
. Order invitations

Decide on calligraphy style for envelopes

Order informals

Order kipots

Begin to plan menu

Six months before
. Design concept confirmed Five months before
. Have an invitation weighed at the post office

Choose and purchase postage

Four months before
. Take invitations to calligrapher

Meet with your party planner to decide on imprinted accessories/give-aways

Work on second mailing

Discuss valet

Decide if you want to have reception bags in the hotel rooms for out of town guest

Three months before
. Mail out of town invitations

Mail in town invitations

Two months before
. Mail second mailing to out-of-towners Six weeks before
. Finalize welcome bag order Four weeks before
. Your party planner will work with caterer on a floor plan and help you with the agenda for the evening Three weeks before
. Order any necessary kosher dinners Two Tuesdays before
. Assign tables

Personalize welcome bags if desired

Two Wednesdays before
. Finalize seating as best you can Weekend before
. Fax list of table assignments to your party planner for seating cards Monday before
. Gift bags delivered to hotels by your party planner Day before

(Back to Party 411 Bar/Bat Mitzvah Planning Guide)

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