PRE EVENT:

• Kickoff planning meeting to hit the ground running!
• Unlimited meetings, emails, and telephone calls with Gail personally.
• Assistance in researching/securing event venue.
• Assist with choosing a theme (if required).
• Visit as many sites as necessary.
• Manage and produce all print goods from save the dates to invitations all the way to the final timeline (ceremony/service programs, menu cards, place cards, itineraries for out of town guests, assembly and delivery of hotel “goody bags” for out of town guests).
• Unlimited negotiation and booking of vendors, checking their availability and setting up meetings. Tracking of all vendor contracts, terms, deposits, and preparation of vendor load in/out schedule.
• Manage event rental (chairs, linens, chargers, lounge furniture, etc.)
• Organize any transportation that might be required and make sure it is punctual on “day of”.
• Manage special event insurance requirements.
• Assist in menu production and arrangement of tasting.
• Develop floor plan.
• Draft, revise and finalize an extensive timeline to be executed at the event.
• Confirm with all vendors the week of the bar/bat mitzvah.
• Plan and coordinate Friday night Shabbat dinner as well as “the hugs and farewells” brunch on the morning following the event.

DAY OF EVENT:

• Attend synagogue service and hand out programs and kippahs. Make sure everything needed for service is taken care of. Set up for kiddush following service and make sure it runs smoothly.
• Set up the party room during the day according to the floorplan as designed.
• Oversee venue set up with vendor management on site.
• Set up place cards and confirm tables are properly and correctly set with correct number of seats, centerpieces, linen, menus, glassware, flatware and china.
• Set up place cards for guests to find their seats.
• Direct guests from cocktails to the reception and make sure that all gifts are moved.
• Work hand in hand with the captain of the venue regarding food and bar services.
• Assist the DJ with the grand entrance of the guest/guests of honor.
• Be there throughout the event to ensure perfect execution of timeline and smooth flow of the evening.
• … and anything else that needs to be done …