Shavuot celebration checklist

A Shavuot celebration needs more than a meal and a learning session. You need to coordinate the program, presenters, prayer and study materials, children’s activities, kosher catering, seating, and presentation equipment. Start with the date, venue, and program, then work toward registrations and dietary requirements. In the final week, confirm guest numbers, check supplies, collect fresh ingredients, and test the microphones and projector before people arrive.

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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

Set the date and program
2 people
Reserve the venue and hall
Confirm the speaker and presenters
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program and times
Prepare children's program
3 people
Put together the learning program
3 people
Select music and songs
2 people
Create lyrics and worksheets
2 people
Collect prayer books and materials
2 people
Assign child supervisors
2 people
Create catering menu
3 people
Check kosher certificates
2 people
Make a shopping list
2 people
Reserve tableware and furniture
Test presentation equipment
2 people
Prepare name badges
2 people
Count the final number of guests
Do the shopping
3 people
Check shelf-stable groceries
2 people
Pick up fresh ingredients
2 people
Prepare dips and dressings
3 people
Wash fruits and vegetables
2 people
Prepare pastries and desserts
3 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Set out table linen and tableware
3 people
Add floral decorations
3 people
Set up the welcome table
2 people
Set up kids' corner
2 people
Set up the presentation equipment
2 people
Chill drinks
2 people
Set up buffet and snacks
4 people

Event

Staff the reception desk
2 people
Welcome guests
3 people
Lead the opening prayer
2 people
Supervise children's activity
3 people
Facilitate Torah study
3 people
Serve coffee and tea
3 people
Open the dinner buffet
2 people
Refill the dinner buffet
3 people
Refill drinks
2 people
Serve pastries and fruit
2 people
Support the evening lecture
2 people
Lead the closing song and wrap-up
2 people
See off guests
3 people

Aftercare

Package food safely
3 people
Collect tableware
3 people
Sort and remove waste
3 people
Clear tables and chairs
4 people
Clean the kitchen and buffet
3 people
Clean the hall and restrooms
3 people
Clear away technical equipment and decorations
2 people
Return borrowed materials
2 people
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Children's chairsqty 6

Tableware

Dinner platesqty 80
Dessert platesqty 80
Bowlsqty 40
Glassesqty 100
Coffee cupsqty 70
Cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8
Water carafesqty 10
Coffee potsqty 4

Decorations

Tableclothsqty 8
Napkinsqty 100
Flower vasesqty 10
Paper garlandsqty 8
Name badgesqty 80
Welcome sign
Table numbersqty 8

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Serving traysqty 6
Hot traysqty 4
Kettlesqty 3
Thermos flasksqty 4
Ice packsqty 12

Cleaning

Waste binsqty 6
Litter pickersqty 2
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Lighting

String lightsqty 4
Table lampsqty 8

Catering

Groceries

Tips

Set the date, venue, and main program first, then confirm the speaker and presenters before sending invitations. Publish the program with start times so guests know when the learning sessions, children’s activities, meal, and songs take place.
Ask for dietary requirements when guests register, not during the final setup. Use the responses to finalize the kosher menu, check the relevant certificates, and plan quantities for the confirmed number of guests.
Prepare the learning materials several days ahead: prayer books, worksheets, lyrics, and presentation files. Test the laptop, projector, screen, speakers, wireless microphones, extension cords, and power strips before the event day.
Give the children’s program its own staffing plan. Assign supervisors in advance, provide suitable seating, and keep the children’s activities separate from the main learning schedule so parents can participate without interruptions.
Leave shopping and preparation in the right order: check shelf-stable groceries first, shop once the guest count is final, pick up fresh ingredients close to the event, then wash fruits and vegetables and prepare dips and dressings.

Frequently asked questions

How far in advance should I start planning a Shavuot celebration?: Start at least 6 to 8 weeks before the celebration. Reserve the venue, confirm presenters, and outline the program first; send invitations once the date and main schedule are fixed.
When should I collect dietary requirements for a Shavuot event?: Collect them during registration and set a response deadline about 2 weeks before the event. Use the final list to adjust the kosher menu and confirm quantities with the catering team or shopping plan.
When should I test the projector and microphones?: Test all presentation equipment 3 to 7 days before the event, then repeat a short check on the day itself. Allow at least 30 minutes before guests arrive to check cables, power, sound, and the presentation file.
How many guests should I plan the tableware for?: Count tableware for the final number of registered guests and add roughly 10 percent if your supply allows. Include dinner and dessert plates, bowls, glasses, coffee cups, cutlery, and serving utensils.

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.