Rosh Hashanah celebration checklist

Use this checklist to organise a Rosh Hashanah celebration from the first bookings through the final setup. It covers the parts that are easy to overlook: confirming the rabbi, reader, and shofar blower; collecting dietary requirements; preparing machzorim and prayer sheets; and coordinating catering, seating, and tableware. Start several weeks ahead, then use the final guest list and dietary overview to make the last shopping, printing, and room checks accurate.

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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

Reserve venue
Confirm the rabbi
Confirm the reader
Arrange the shofar blower
Send invitations
2 people
Open registrations
Collect dietary requirements
Book catering
Reserve rental equipment
Create the program
2 people
Process registrations
2 people
Check accessibility
Create seating plan
2 people
Prepare name badges
2 people
Print programs
2 people
Check machzorim
2 people
Print prayer sheets
2 people
Send reminder
Create final guest list
2 people
Share the dietary overview
Check the shopping list
2 people
Do non-perishable shopping
2 people
Collect tableware
2 people
Wash table linens
2 people
Clear the cold storage area
2 people
Buy fresh groceries
2 people
Prepare snacks
4 people
Prepare desserts
3 people
Prepare challahs
2 people
Prepare table decor
2 people

Event

Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Lay table linen
3 people
Set out tableware
3 people
Hang decorations
3 people
Set up registration desk
2 people
Set up the prayer room
3 people
Lay out the shofar
Set out coffee and tea
2 people
Chill drinks
2 people
Staff the welcome desk
2 people
Welcome guests
3 people
Hand out programs
2 people
Handle the opening
2 people
Lead the prayer service
3 people
Blow the shofar
Pour Kiddush
2 people
Serve apples and honey
3 people
Serve the festive meal
6 people
Refill drinks
2 people
Restock the buffet
3 people
Serve dessert
3 people
Give thank-you speech
See off guests
3 people

Aftercare

Store food safely
3 people
Collect waste
3 people
Wash dishes
4 people
Wipe down tables
3 people
Put the chairs back
3 people
Remove decorations
3 people
Clean the venue
4 people
Empty the coolers
2 people
Return rental items
2 people
Return table linen
2 people
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

Confirm the rabbi, reader, and shofar blower before sending invitations. Keep the service programme flexible until all three roles and their arrival times are confirmed.
Close registrations before creating the seating plan and final guest list. Use the final numbers to check chairs, name badges, printed programmes, machzorim, and prayer sheets rather than estimating from invitation numbers.
Collect dietary requirements during registration and share the final overview with the caterer before the event week. Set aside clearly identified serving platters and utensils for dishes with specific dietary needs.
Do non-perishable shopping first, then clear the cold storage area before fresh food arrives. This prevents catering supplies and event food from being mixed up or running out of space.
Test the practical setup at least one day before the celebration: check tables, buffet tables, extension cords, kettles, coffee machines, thermos flasks, coolers, and food warmers. Wash table linens and collect tableware early enough to replace missing or damaged items.

Frequently asked questions

How early should I start planning a Rosh Hashanah celebration?: Start at least 4 to 6 weeks ahead if you need a venue, rabbi, reader, shofar blower, catering, or rental equipment. Open registration early enough to collect dietary requirements before final catering numbers are due.
When should I send Rosh Hashanah invitations?: Send invitations as soon as the venue and service leaders are confirmed, ideally 4 to 6 weeks before the celebration. Keep registration open for a defined period, then allow at least 7 days to process responses and prepare the final guest list.
When should I finalise the seating plan and dietary overview?: Finalise both after registrations close and no later than 3 to 5 days before the event. Send the dietary overview to the caterer and use the same final numbers for name badges, printed programmes, chairs, tableware, and food quantities.
What should I check the day before a Rosh Hashanah celebration?: Check the room layout, accessibility, seating, printed materials, machzorim, prayer sheets, table linens, and all catering equipment the day before. Also clear cold storage and place non-perishable supplies so setup on the event day is limited to fresh food and final presentation.

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.