How to organise a Rosh Hashanah celebration

Start by fixing the religious programme and venue before inviting anyone. Confirm the rabbi, reader and shofar blower, then open registration early enough to collect dietary requirements and accessibility needs. Build the meal around the confirmed guest list, not estimates, and leave time for prayer sheets, machzorim, seating and tableware. The final week is for checking deliveries, cold storage and printed materials—not for solving missing essentials.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve venue
2
Confirm the rabbi
3
Confirm the reader
4
Arrange the shofar blower
5
Send invitations
2 people
6
Open registrations
7
Collect dietary requirements
8
Book catering
9
Reserve rental equipment
10
Create the program
2 people
11
Process registrations
2 people
12
Check accessibility
13
Create seating plan
2 people
14
Prepare name badges
2 people
15
Print programs
2 people
16
Check machzorim
2 people
17
Print prayer sheets
2 people
18
Send reminder
19
Create final guest list
2 people
20
Share the dietary overview
21
Check the shopping list
2 people
22
Do non-perishable shopping
2 people
23
Collect tableware
2 people
24
Wash table linens
2 people
25
Clear the cold storage area
2 people
26
Buy fresh groceries
2 people
27
Prepare snacks
4 people
28
Prepare desserts
3 people
29
Prepare challahs
2 people
30
Prepare table decor
2 people

Event

31
Open venue
2 people
32
Check rooms
2 people
33
Set up tables
4 people
34
Set up chairs
4 people
35
Lay table linen
3 people
36
Set out tableware
3 people
37
Hang decorations
3 people
38
Set up registration desk
2 people
39
Set up the prayer room
3 people
40
Lay out the shofar
41
Set out coffee and tea
2 people
42
Chill drinks
2 people
43
Staff the welcome desk
2 people
44
Welcome guests
3 people
45
Hand out programs
2 people
46
Handle the opening
2 people
47
Lead the prayer service
3 people
48
Blow the shofar
49
Pour Kiddush
2 people
50
Serve apples and honey
3 people
51
Serve the festive meal
6 people
52
Refill drinks
2 people
53
Restock the buffet
3 people
54
Serve dessert
3 people
55
Give thank-you speech
56
See off guests
3 people

Aftercare

57
Store food safely
3 people
58
Collect waste
3 people
59
Wash dishes
4 people
60
Wipe down tables
3 people
61
Put the chairs back
3 people
62
Remove decorations
3 people
63
Clean the venue
4 people
64
Empty the coolers
2 people
65
Return rental items
2 people
66
Return table linen
2 people
67
Distribute leftover food
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Clothing rack

Tableware

Dinner platesqty 70
Dessert platesqty 70
Soup bowlsqty 70
Water glassesqty 70
Wine glassesqty 70
Coffee cupsqty 70
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 12
Serving plattersqty 12
Dessert serving traysqty 6
Carafesqty 10
Kiddush cupsqty 4

Kitchen

Cutting boardsqty 4
Chef's bread knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Pliersqty 8
Food warmersqty 6
Thermos flasksqty 4
Corkscrewqty 2

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 3
Power stripsqty 3

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Decorative applesqty 12
Menorahsqty 4

Lighting

Table lampsqty 8

Paper goods

Machzorimqty 70
Program cardsqty 70
Name badgesqty 70
Pensqty 20
Clipboardsqty 4
Donation box

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the programme before sending invitations. Confirm the rabbi, reader and shofar blower first, then allow at least 2–3 weeks for registrations and dietary responses.
Close registrations several days before the celebration and turn them into one final guest list. Share the dietary overview with the caterer and check every accommodation against the menu.
Plan the room for both worship and the meal. Check accessibility before assigning seats, then place tables, chairs, buffet tables and a clothing rack so movement between prayer and dining stays clear.
Check prayer materials at least one week ahead. Count the machzorim, print prayer sheets and programmes, and prepare name badges before the final setup day.
Keep non-perishable shopping and equipment checks separate from last-minute food preparation. Clear cold storage, wash table linens, test coffee machines and kettles, and confirm extension cords before the caterer arrives.

Frequently asked questions

How far in advance should I organise a Rosh Hashanah celebration?: Start venue and clergy arrangements at least 6–8 weeks ahead. Open registrations 3–4 weeks before the event so dietary needs, accessibility requirements and seating can be planned accurately.
When should I confirm the guest list for Rosh Hashanah dinner?: Close registrations about 5–7 days before the celebration. Use that list to confirm catering quantities, dietary meals, name badges, seating and tableware.
What should I prepare for the prayer service?: Confirm the rabbi, reader and shofar blower before invitations go out. Count machzorim and print prayer sheets and programmes at least 7 days before the event, with a small spare supply.
When should I check the room and catering equipment?: Do the room and equipment check 1–2 days before the celebration. Verify tables, chairs, buffet tables, food warmers, coolers, thermos flasks, coffee equipment and extension cords before food arrives.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.