How to Prepare Your Synagogue for the Tishrei Holidays — A Complete Checklist

Tishrei is, without question, the busiest month of the year for a gabbai. In the space of three weeks the community moves from Selichot to Rosh Hashanah, to Yom Kippur, to Sukkot, and to Simchat Torah — five major events in rapid succession, each with its own operational demands. A gabbai who starts preparing in Elul is already behind. The checklist below is organized in reverse timeline order — what to do 60 days before, 30 days before, and so on, all the way up to the day of the holiday itself.

60 Days Before — Early Planning

The most important leap is not waiting for Elul. Already at the start of Menachem Av, it's worth locking in the three key roles: a chazan (cantor), a baal koreh (Torah reader), and a baal tokeah (shofar blower). Good chazanim get snapped up fast — if you wait until Elul, you'll only find the people nobody else wanted.

• Booking a chazan — Lock in two: a primary chazan and a backup. Agree on payment in writing.
• Baal koreh — For Rosh Hashanah, Yom Kippur (Shacharit and Mincha), and Parashat V'Zot HaBerachah.
• Baal tokeah — Always have a backup. Even if your regular one is excellent, people catch colds.
• Coordinating with the rabbi — Is he giving a sermon? At what point in the service? How long?
• Checking the condition of the Torah scrolls — This requires patience and a careful eye: open every scroll and make sure nothing is torn. Repairs take 4-6 weeks.

30 Days Before — Selichot Prayers

Elul is the month of Selichot. The community starts arriving earlier, and there are new logistical requirements:

• Selichot schedule — Exact dates according to the community's custom (Ashkenazi communities typically start on the Sunday of the week before Rosh Hashanah; Sephardi communities start from the beginning of Elul).
• Signage and announcements — A sign at the entrance with the times, one consolidated WhatsApp message with everything. A digital display shows all the holiday times and updates automatically according to the Hebrew calendar. See the guide to sending community messages.
• Seating for the extra services — Early-morning Selichot also brings people who aren't regulars. Make sure there are enough siddurim and chairs.
• Lighting and air conditioning — The synagogue is operating at unusual hours. Check outdoor lighting and air conditioning at night.

Two Weeks Before — Logistics

This is the stage many gabbaim miss because of last-minute pressure. The physical preparations need to be ready by this point — not 3 days before.

• Printing extra machzorim — At least 20% more than a regular Shabbat attendance. People who show up once a year expect to have a machzor.
• Organized seating — If the community sells seats for the High Holidays, it's worth printing a seating map. If not, put together a list of who sits where, based on last year.
• Testing the sound system — Microphone, speakers, emergency alarm. All the equipment should be tested 14 days ahead, not on the eve of the holiday.
• Disposable tallitot and kippot for guests — There are always guests who didn't bring their own.

One Week Before — Community Announcements

The community needs to get all the information clearly before they start calling you nonstop. Send one well-organized message covering:

• Full prayer schedule — For every day, from Selichot through Motzei Yom Kippur.
• Seating map — Where the men, women, and guests sit.
• A reminder about honoring donors — Anyone who donated to the synagogue this year deserves an aliyah or a public mention. Prepare a list.
• Parking instructions — If the community grows during the holidays, people won't know where to park.

The Day of the Holiday — Morning Checklist

This is the day it all comes together. Arriving early isn't a suggestion — it's mandatory.

• Arrive 90 minutes before the service — Yes, 90. Even if it seems excessive.
• Check the Torah scrolls — Open the scroll that will be read from and make sure there's no tear or damage.
• Prepare the aliyot lineup — Who says Mi Sheberach, who's responsible for recording the amounts, where the notebooks are.
• Sound + ventilation + lighting — Three separate checks. One minute each.
• Emergency exits — Make sure the emergency exits aren't blocked by extra chairs.
• First aid kit — Fasting + stress + crowding = people who might collapse. Make sure a kit is on hand and someone knows how to use it.

Between the Holidays — Sukkah and Lulav

There are only 4 days between Yom Kippur and Sukkot. Plan ahead:

• Building the sukkah — Line up volunteers in advance, have the materials ready in the yard, and finish by Motzei Yom Kippur.
• Ordering the Four Species (lulav and etrog) — At least 60 days ahead, to make sure you get quality and a beautifully kosher etrog.
• Guarding the sukkah — In recent years there have also been vandalism issues. Outdoor lighting is worth it.
• Simchat Torah hakafot — Who holds each Torah scroll, the order of the hakafot, children's participation.

After the Holidays — Wrap-Up

After Simchat Torah, everyone wants to forget about the past month. Don't let that happen. Set aside one hour to wrap up:

• What worked — A great new baal koreh? A calm chazan? A seating arrangement that worked well? Write it down.
• What didn't work — If the microphone cut out 3 times, that needs to be replaced next year. If you don't write it down now, you'll forget.
• Thank the chazan, the baal koreh, and the volunteers — A short note or a personal text message. It's what turns them into regulars.
• File away the budget — How much the chazan, machzorim, lulav, and hospitality cost. For next year's planning.

The Tishrei holidays are when a synagogue looks its best — or its worst. The difference isn't talent or luck, it's organization. A gabbai who starts in Av, sorts out the logistics in Elul, and arrives 90 minutes early for every holiday always ends up smiling on the eve of Sukkot. Work through the checklist, and build yourself a personal version saved on your computer — it will be worth its weight in gold in the years to come.