B'nai Mitzvah Planning Form - Form - Congregation Beth Elohim

This form should be submitted 3 to 4 weeks prior to your B'nai Mitzvah date with the information you know at that time. You can communicate any missing information to the Synagogue Administrator once you have it.

Your submitted form is sent to the Rabbi, the Cantor, the Synagogue Administrator, and the VP of Operations.

This form provides a checklist of the information needed by our professional staff, primarily regarding use of the building for your special day.. We suggest that you review the entire form prior to starting it so you can ask the Synagogue Administrator any questions you have. There is no capability to save a partially completed form.

* Parent First Name

* Parent Last Name

* Parent Email Address

* Parent Phone Number

* Name of your B'nai Mitzvah child

* What is the date of your child's b'nai mitzvah?

* Tell us the start time for your service.

The usual start time for a B'nai MItzvah service is 10:00 AM.

Program

* Do you plan to create a printed program for your B'nai Mitzvah? If yes, please ensure that the Rabbi and Cantor review a proof before you print it. You may upload the program file below OR email it to the Rabbi, Cantor and Synagogue Administrator at least 2 weeks prior to the B'nai Mitzvah.

Please Select OneYesNo

You may, optionally, upload your program file here.

Headcount

Please provide us with your expected headcount for the service (adults and childen) below.

Note: The sanctuary seats about 148 people. If your expected attendance is greater than that, we will open the swing space and add seating to accommodate your guests.

* Expected number of adults? Enter a number.

* Expected number of children? Enter a number.

Audio Visual Needs

* Do you anticipate any activities that may require additional Audio Visual needs? Examples may be choir singing, invited musician(s), an honor reading over Zoom, etc?

Please Select OneYesNoThe Hospitality Chairperson will ensure that there are volunteers to set up and manage the Zoom streaming and will provide a Zoom host.

* Please detail the activities that may require additional audio visual needs. We will confirm what will be needed and if we can accommodate the extra needed AV setup.

Building Use Plans

In the form fields below, you will explain the type of Kiddush you will have and other plans, if any, for synagogue building use following the Kiddush. You will let us know if and how you plan to use the Social Hall, Swing Space and Community Court and how you want the space set up.

First, you will tell us about your synagogue building use needs for the Kiddush and for additional afternoon plans, if applicable. Then, further down the form, you will tell us about any evening building use needs.

If you are planning a Kiddush Luncheon, an Afternoon Celebration/ Party or an Evening Celebration/ Party at CBE, form fields will appear providing you with the option to pay the building use fee, online, by credit card (preferred) or you may indicate that you will submit a check to the Synagogue Administrator in the office. You can find our published Building Use Fees HERE.

Kiddush and Afternoon Building Use Plans

* What are your plans for building use after the service/ in the afternoon? Will you have a simple Kiddush, a Kiddush Luncheon, or a Kiddush and Afternoon Celebration/Party at CBE? Later, in this form, you will be asked about any building use plans for an Evening Celebration/Party.

Please Select OneSimple Kiddush: A short Kiddush (approximately 30 minutes to an hour) with light refreshments immediately following the service.Kiddush Luncheon: A more robust food menu and/or sit down luncheon ending by or before 2:00 PM. This will be an additional $200 fee for the building use and additional set-up and clean-up needs.Kiddush and Afternoon Celebration/Party: A Kiddush luncheon and party that will last until around 4:00 to 5:00 PM. This will be an additional $400 fee for the building use and additional set-up and clean-up.

* Payment of building use fee for Kiddush Luncheon @$200

Please Select OneI want to pay, now, online by credit cardI will pay by check and submit the check to the office

* Payment of building use fee for Kiddush Luncheon/Afternoon Celebration/ Party @$400

Please Select OneI want to pay, now, online by credit cardI will pay by check and submit the check to the office

Social Hall/ Swing Space Set-Up for Simple Kiddush, Kiddush Luncheon or Kiddush and Afternoon Celebration/Party

Standard Kiddush set-up

Our "standard" Kiddush set up, which seats 48, is shown below. Please let us know your plans for the social hall/ swing space by clicking "standard" below or click "custom" below and you will be prompted to supply us with a diagram of your desired layout (instructions below).

* Kiddush/ Afternoon Space Needs: Will the standard Social Hall/ Swing Space set-up (above) work for your Kiddush/ Afternoon building use plans or do you need a custom set-up?

Please Select OneStandard Set UpCustom Set UpWe will only use the Community Court. We don't need any set-up in the Social Hall/ Swing Space

Are there any comments that you want to add to further explain your template?

For example, number of chairs per table, placement of food and beverage tables, placement of Audio Visual equipment, etc.

Community Court Set-Up For Service, Kiddush, and Any Afternoon Building Use Plans

* Please list any setup that you need in the Community Court prior/ during the Service, Kiddush, and any afternoon plans in the building

For example, a table to put baskets for Kippot and/or gifts; to put out the programs, for place cards, etc.

Evening Celebration/ Party Plans for Building Use

* Are you planning to host an Evening Celebration/Party at the synagogue? This will be an additional $750 fee for the building use and additional set-up and clean-up needs.

Please Select OneYesNo

* Payment of building use fee for evening celebration/ party @$750

Please Select OneI want to pay, now, online by credit cardI will pay by check and submit the check to the office

Social Hall/ Swing Space Set-Up for Evening Celebration/Party

* Will the standard Social Hall/ Swing Space set-up (above) work for your Evening Celebration/Party or do you need a custom set-up?

Please Select OneStandard Set UpCustom Set UpWe will only use the Community Court. We don't need any set-up in the Social Hall/ Swing Space

Custom Set-Up Layout Instructions
We are offering a layout template for your convenience. It includes a floor plan and moveable tables. If you have PowerPoint or a comparable program you may use it to create your room set-up.

Click on this link to download the layout tool. If have questions, please email websupport@bethelohim.org and we will help you.
Alternatively, you may hand draw the set-up that you need.

Submit your custom layout(s) to the Synagogue Administrator by any of the following means:

Upload in box below
Email the file to the Synagogue Administrator at cbeacton@bethelohim.org.
Print and drop off or mail by paper mail to the Synagogue office at 133 Prospect Street, Acton, MA 02170

If you want, you have space, below, to add any further explanation about your custom set up needs.

You may, optionally, upload your social hall/ swing space custom set-up template(s) here.

Are there any comments that you want to add to further explain your template?

For example, the number of chairs per table, placement of food tables, beverage tables, placement of any audio visual equipment, etc.

Community Court Set-Up for Evening Celebration/Party

Please list any setup that you need in the Community Court for your Evening Party?

For example, a table for place cards, flowers, gifts, etc.

Set-Up Plans and Vendor Information

* Are you or any vendor planning to drop off any materials or do any set-up during the week prior to your B'nai Mitzvah date?

Please Select OneYesNo

* So, we can ensure building access, please explain who will be coming to the building, when you would like them to come and what they will be doing.

You can find our standard office hours HERE. Always check with the Synagogue Administrator to be sure someone will be available even during these standard office hours.

* Please provide the company name and phone number for any vendors that will be in the building prior to or the day of, such as the caterer, florist, photographer, etc.

Assigned People for Kiddush Set-up and Clean-up

* If you have the name of the person(s) that will do the set-up/ clean-up for the Kiddush, please tell us the name(s)/ caterer name. If you do not have that yet, please confirm here that you plan to get someone and email the name(s) to the Synagogue Administrator once you have them.

Disarming and Arming/ Locking the Building
Please be aware that the CBE building is always armed Saturday morning before folks arrive. The Hospitality Chair will ensure that there is a Greeter assigned that will arrive 30 minutes prior to the start of the service to disarm and unlock the building.

If you plan to arrive prior to the Greeter, you will need to disarm the building.
The Synagogue Administrator will share a temporary alarm code and instructions via email with you several weeks prior to the B'nai Mitzvah.

In addition, we ask that you assign someone to lock/ arm the building once all of your guests have left after the Kiddush or after your celebration/party, if applicable. The Synagogue Administrator will provide instructions via email.

If you and/or others that will be helping you want to meet with the Synagogue Administrator and do a building walk through and a review of the arming/ disarming process prior to the B'nai Mitzvah date, please email or call the Synagogue Administrator to set up a time. You will find the Synagogue Administrator office hours HERE.

Assigned Person(s) to Lock the Building

* If you have the name of the person that will lock the building once all of your guests have gone, please tell us the name. If you do not have that yet, please confirm here that you plan to get someone and email the name to the Synagogue Administrator once you have it.

If planning an evening celebration/party, you will need someone assigned to lock the building after the Kiddush/ Kiddush Luncheon and after the evening celebration/party.

Additional Information or Questions?

Is there anything else that you want to tell us or do you have any questions that we can answer for you?

Total Amount to Pay

An amount will appear here if you indicated that you are planning a Kiddush luncheon, an afternoon celebration/party, and/or an evening celebration/ party AND that you want to pay the building use fee, now, online by credit card. You will be taken to payment screens once you hit SUBMIT.