This step-by-step guide assumes a two-year timeframe that for some s'machot is not realistic. Don't panic -- proceed as fast as you need to through the steps.

If you are not using Hirsch Hall, the planning complexities will be greatly reduced. You can breeze through the guide and just highlight those considerations that are important to your simcha.

Determine the date of your simcha.

For bar/bat mitzvah, the "Hundred-Year Jewish Calendar, 1920-2020" of The Jewish Encyclopedia or The Comprehensive Jewish Calendar (Spier-Feldheim) are good resources to help determine the date and parshah.

Determine whether you want to use the Minyan's regular makom t'filah or to rent Hirsch Hall from Ansche Chesed.

Considerations
The Minyan's regular makom offers intimacy, familiarity, and ease; but it is extremely short of space. Extra seating for guests is usually minimal in the fall/winter/spring (10-20 people) but is higher during vacation and summer weekends.

Hirsch Hall offers a significant increase in space and formality - but requires a significant increase in planning, anxiety, and expense. (In some cases, the gym may provide an alternative to Hirsch Hall; however, its use increases the logistic difficulties. Also, it is not air conditioned and its acoustics are uncertain.)

Ansche Chesed members rent Hirsch Hall for Shabbat morning t'fillot as well as for the celebrations after davening. There is often competition for the same date.

Costs and regulations are explained in Appendices One and Two.

Notify Minyan M'at's

Start thinking about the kind of kiddush/lunch you would like to have. . . ein kemach, ein Torah. . .

Review the kashrut standards in Appendix Four.

For ideas about a do-it-yourself kiddush, speak to your point person.

MM's Kiddush Coordinator also has information on M'at kiddushes.

Notify Minyan M'at's Davening Coordinator D'var Torah Coordinator Leyning Coordinator Gabai

Please observe the following restrictions:

Daveners, darshanim, and gabaiim must be members of the Minyan.

Photography and the use of musical instruments and microphones are not allowed any time on Shabbat.

If you're using Hirsch Hall. . .
. . .Set up a meeting with the Executive Director of Ansche Chesed for an update of your plans.

Take notes during the meeting, so you can refer to them in subsequent meetings.

Find out about:

Kiddush: Provision of wine, glasses, trays and setting up
AC's policy on providing this part of kiddush is periodically revised. You need to determine how and where kiddush will be set up. If you'll use HH Lobby -- and you need to negotiate its use with AC -- determine who will rearrange the set-up there, etc.

Siddurim and Chumashim
Calculate how many of each you will need. The MM Book Committee Chair will know how many Bokser siddurim we have available. We do not have enough for HH use. AC has other books in storage. These include approximately 500-600 Siddur Chadash, edited by Sidney Greenberg, donated by the Nadler-Sharon family. Request equal number of chumashim.

Chairs and room layout
Be explicit about how many chairs you will need. MM usually has about 125-150 people without a simcha. AC has recently purchased 150 new chairs; many of the older ones are in poor shape. If another AC event requires chairs, you may have to -- or prefer to -- rent additional ones.

Bima
The staff tends to set up the Minyan's regular bima, but you can ask for the bima from the Chapel (which is the leyning table we use for the High Holydays). It is less bulky and looks nicer.

Tables
At least two tables are needed in Hirsch Hall Lobby to lay out books, etc. You'll need others for food.

Coat racks

Screens

If Hirsch Hall needs to be reset for kiddush/lunch, screens should be set up between the davening space and the preparation space. In addition, screens should be used to block off access to the stage and piano --to discourage children from playing. AC usually has enough screens; if not, you can rent them.

Price any rentals you will have to make.
Tristate Party Rental (772-0620) is a good source for chairs, tables, and screens.

Finalize guest list. Plan invitation. Order invitations if working with a printer.

Speak to

Simcha Committee point person .
To be sure all bases are being covered and to coordinate efforts. Provide an estimate of the number of children expected so that child care coverage can be planned.

Ansche Chesed Executive Director, if you're using Hirsch Hall.
This is time for a refresher meeting and an update of your plans. Review all points in Section III.

Plan menu

If catering kiddush/lunch, meet with caterer to plan menu. (See Appendix Three: Instructions for Caterers .)

If planning a "do-it-yourself" or "pot luck" kiddush/ lunch, plan menu, and make food assignments. See Kashrut Standards in Appendix Four and remember: 1) Because motzi requires that we wash, do not use bread, pita, and bagels unless you make arrangements for n'telot y'dayim and benching, and 2) Do-it-yourself means clean-up-yourself. In the MM makom, you'll need at least 5 people for set-up during musaf and the same for clean-up. For HH, you'll need to speak in detail with your point person.

Think about accommodations for out-ot-town guests on Shabbat. (Appendix Six provides suggestions for lodging guests.)

Notify honorees and discuss functions with them.
Refer to Appendix Ten -- a must
Various techniques have been used to familiarize people with the brachot. Some have made tapes for their friends/relatives with directions as well as with a recorded chant of the brachot. Be sure that people have enough practice time. Be especially aware that hagba and galila cannot be done by just anyone. They are harder than you think. Pick experienced people.

Mail invitations. Plan for flowers or plants for bima and kiddush if desired.

Coordinate with your Simcha Committee point person
Include discussion about ushers, child-care, Minyan gift.

Think about sibling assignments for Adon Olam or Aneem Zmirot.

Consider using the special misheberach for bar/bat mitzvah or for hatan and kalah See Appendix Nine.

Give gabbai a written list with the names for aliyot and leyners.
Names for aliyot should be in Hebrew or spelled phonetically in English. Remember that MM's policy is to use the names of both mothers and fathers.

Meet with caterer to finalize kiddush/lunch plans. If you are making a "do-it-yourself" celebration, arrange for friends to set up and clean up.

Buy kosher candy for throwing

Make sure it is not too hard--it hurts! Not too soft--it melts.

Decide when you want candy thrown and designate an adult (possibly your point person) to advise the candy distributors when to start passing candy around. Timing is tricky here because the distribution of candy usually triggers a great deal of excitement and noise. We recommend that it be distributed only one or two aliyot before the simcha aliyah.

Provide baskets (usually 3-4) for the candy.

Consider an alternate method: Place a large, candy-filled basket next to the siddurim with a sign stating when in the service it is time to throw candy. We've tried this. It works well and simply. Ask your point person for more information.

Call garages about parking for out-of-town guests.

(See Appendix Seven for a Parking Map.)

If you will use Hirsch Hall, set up final meeting with Executive Director to review arrangements made at Step III, pp. 3-4. In short:

Chairs: Check number, placement, and rental need. See Appendix Eight for sample set-ups for davening and for kiddush/lunch** Maintenance staff ** Aron kodesh: The aron needs to be moved from 6th floor. Also the table that supports the aron needs to be moved -- or ask for the taller, white table that is used for the High Holydays. The maintenance staff usually stores it near the stage.) **Siddurim and Chumasim ** Leyning table ** Tables: Tables need to be in lobby for siddurim and chumashim as well as prepared for kiddush/lunch. If you have flower arrangements that need tables, arrange for them. ** Coat racks and hangers ** Screens

. . . Call rental company to rent extra chairs, tables and/or screens.

Meet with your Simcha Committee Point Person.
This is a very key meeting and will keep you from getting keyed up as time draws near. Your point person is your stage manager.

Rehearse with honorees what is expected of them.
Practice the brachot with them, explain timing, etc.

Announce your simcha

You or the troika may make announcements about your forthcoming simcha in the week or two prior to it.

Make definite arrangements for the Torah

Speak to gabbai about key to aron and who will bring Torah from the aron in the Chapel on the morning of the event -- and who will return it.

If you're having a "do-it-yourself" kiddush. . .

. . .Consult with MM's kiddush coordinator

. . .Check/buy supplies: For example: trays; paper or plastic plates and napkins; tablecloths; can openers and corkscrews; garbage bags, paper towels, storage bags, aluminum foil; plastic flatware and glasses; serving platters, bowls and implements; sharp knives

Be sure AC is providing cups, wine, juice.

If you are using Hirsch Hall, meet with AC's Executive Director.

Make sure the staff has been informed of all details. Review Step III.

Ask for names of staff who will be setting up your event, so you can tip them.

Make signs directing guests to the davening.

(MM sign experts include Howard Berkowitz, and Janet Heettner.)

Arrange for use of leftovers

Leftovers may be donated to City Harvest (for pick-up, call: 463-8801) or the Ansche Chesed Shelter, if you arrange it in advance.

The Simcha Committee point person will arrive by 9:15-9:30 a.m. for last-minute troubleshooting. Because guests tend to arrive earlier than Minyan regulars, generally between 9:30 - 10:00, we recommend that you be there by 9:30 and move into Hirsch Hall by 9:45 am.

Mazel Tov!