Bar/Bat Mitzvah Planning, From The Start

In honor of all my friends who are now getting "on their mark" with the Bar/Bat Mitzvah planning, I thought I'd back track to "the starting line." The best place to start is by double checking that the date you were given by the synagogue matches the Torah portion that may have also been noted in the official letter. Mistakes happen. I have a friend that introduced her child to the Torah portion in all of the ways I suggested, only to realize that the wrong Torah portion was written in the letter for the correct date of the Mitzvah.

Take your date and plug it in here: www.hebcal.com/converter - clicking on the button that says "Convert Gregorian to Hebrew Date." Then it will show you the Hebrew date of your Mitzvah as well as the name of the parsha (section or story) from the Torah that will be read on that date.

Next, surf over to the G-dcast Channel on YouTube here: www.youtube.com/g-dcast - in the upper right part of the page you will see a search box for the G-dcast Channel videos. Search using the name of the Torah parsha that you just confirmed at hebcal.com. Check out the short animated video that you find about your specific Torah parsha and share it with your Bar/Bat Mitzvah child!

Those are the top two tips I have for those of you just starting out! Thanks for stopping by!

Questions you'll need to consider...

Questions...
Most synagogues will provide you with basic information on requirements and honors. Some logistical information might not be covered...
1. Usually all males are required or requested to wear a kippah. Are they required to wear a tallit?
2. If they have an honor such as opening or closing The Ark, saying a blessing (aliyah) before/after a Torah reading, carrying/dressing The Torah, or other honor, are they required to wear a tallit along with a kippah?
3. What honors are non-Jews welcomed to have?
4. Will there be a scheduled time for rehearsal?
5. Will there be a scheduled time for portraits? Are photos or video allowed during the service?
6. If Grandparents are invited to stand or otherwise participate in saying the Shehecheyanu prayer, does this include non-Jewish Grandparents?
7. Is there a requirement to purchase flowers or sponsor a kiddush/oneg?
...
I guess I'll add to the list as we go! Please feel free to leave your own questions as a comment below and I will add them to the list. Thank you!

Bar/Bat Mitzvah Organization

Guest list
Hebrew names: child, parents, grandparents & anyone else that may be called up to the Torah for an aliyah
Entertainment contracts
Hotel room block agreement
Kippot contract, contact, receipt info
Venue contract
Venue floor plan
Menu options
Seating charts
Oneg/Kiddush hosting form, if required by synagogue
Kibbudim/Honors/Aliyot request form, if required by synagogue
Synagogue monthly newsletter to use as a guide for when you write the announcement for your child's Mitzvah
Synagogue weekly program, which might also help as a guide for your planning
Contact & pricing info for any entertainment and/or service you might be considering... photographer, videographer, screen printer, airbrush artist, decorator, calligrapher...
Invitation vendors, samples, contracts, proofs, ideas... menu cards, place cards, table numbers, custom program...
Friday night Shabbat Dinner ideas
Sunday Brunch ideas
...maybe more to come....
Your additions to the list are welcome!

First things first...

Get a 3-ring binder and page protectors. Start saving all of your contracts, notes, ideas, brochures, business cards, quotes, sample menus, questions, and potential guest lists... Make sure you have the correct Hebrew spellings for your child's name, mother's & father's names, and grandparents too (if child's mother & father are called up for an aliyah). Anyone else who may be called up to the Torah for an aliyah will also need to know their Hebrew name (and their parents' Hebrew names.) Save invitations that you and/or your child receive, for reference. Save a copy of your synagogue's bulletin/newsletter so you will be able to easily write the announcement for your own child. Save a program from a Bar or Bat Mitzvah at your synagogue to become familiar with the variety of aliyot (honors) that might be available for you to assign to your family members and/or friends.Keep a copy of your child's Torah reading or other important information.

Ideas for the DIY crafter in you :)

place cards: lollipops, labels, styrofoam block covered with fabric using spray adhesive

custom cake from www.flourpowerdesserts.com with candle lighting centerpiece made from glass votives, vellum printed using inkjet printer, and Mickey Mouse paper punches using aluminum foil instead of paper... 

table set up - fabric wrapped glass floral cylinders (using Xyron permanent adhesive), vellum printed using inkjet printer and wrapped around glass votive, submersible LED lights, and custom chocolates - all on a black tablecloth - huge fan of the black - I was afraid it would look dark, but it was so incredibly elegant looking!

another view of the table and lights, with Mickey Mouse shaped cookies made by a friend

kids tables set up - also against a black tablecloth - perfect!

I was so pleased with how the alcove was transformed into the perfect kids area!

another view of the candle lighting centerpiece I made using glass votives

vellum wrapped votives as table markers and fabric wrapped vases for LED lights

newsletter format information for guests

Seating - ugh.

(Click on the images for a larger version to view and print.)
My gift to you: a blank seating chart. Now if only filling it in were so easy...

... and since many places offer a U-shaped set-up for kids' tables:

Party Time Schedule

I think it's just nervousness, but I'm suddenly overwhelmed with the logistics of the actual party itself... Introductions, Candle Lighting, Blessings, Speeches, Cocktail Hour - and more of the "when does THAT happen during the party"??? I'm anxiously awaiting feedback from friends, and you! The www.facebook.com/BarBatMitzvahPlans page has been super helpful, and full of other parents and professionals that are eager to help with questions! I have also found two snippets from websites with interesting 'day of the event' information:
Sample Schedule 1
Sample Schedule 2
Please feel free to comment with your thoughts, suggestions, and ideas, and join us on Facebook too!
Thank you!