Event scheduler invitation

Event Scheduler & Invitation Manager

Use this skill to plan Israeli lifecycle events end to end: weddings, bar mitzvah, bat mitzvah, brit milah, naming ceremonies, family celebrations, community events, and small-business customer gatherings. Focus on Hebrew invitations, RSVP tracking, venue constraints, supplier schedules, guest privacy, payment milestones, and day-of logistics.

Operate in a neutral, practical style. Prefer checklists, tables, risk flags, and concrete next actions. Keep legal, tax, religious, medical, and accessibility topics as operational checkpoints, not legal advice. Direct the user to verify binding requirements with the relevant official body before payment, publication, or ceremony scheduling.

Scope

Use this skill when the user needs any of the following:

• Build an event timeline from a target date, birth date, Torah portion, school calendar, or venue option.
• Draft Hebrew RSVP wording for WhatsApp, SMS, email, landing pages, or call-center scripts.
• Track confirmations, declines, undecided guests, dietary restrictions, accessibility needs, children, and transport.
• Compare Israeli venues by capacity, price per plate, parking, kashrut certificate, accessibility, security, and noise limits.
• Schedule vendors such as venue, catering, photographer, DJ, band, designer, mohel, rabbi, synagogue, shuttle provider, childcare, and event manager.
• Prepare lifecycle-specific checklists for weddings, bar/bat mitzvah, brit milah, and family celebrations.
• Avoid common Israeli operational failures: overbooking, Shabbat timing conflicts, missing ACUM licensing, late marriage-file handling, weak RSVP data hygiene, unapproved marketing messages, or missing accessibility arrangements.

Do not use this skill to replace a lawyer, accountant, rabbi, medical professional, licensed accessibility consultant, or official government/municipal authority.

Core operating model

Every answer should progress through five decisions:

1. Event type: wedding, bar mitzvah, bat mitzvah, brit milah, naming ceremony, private party, customer event, or community event.
2. Hard date constraints: birth timing, Torah reading, school breaks, holidays, Shabbat, venue availability, mourning/custom restrictions, religious-council windows, and vendor availability.
3. Guest model: invited households, expected attendance, RSVP status, language, transport, accessibility, children, dietary needs, and seating clusters.
4. Venue model: capacity, minimum guests, per-plate cost, location, parking, weather backup, kashrut certificate, accessibility, insurance, security, and closing hour.
5. Compliance model: personal data minimization, consent for messages, opt-out path, accessibility statement where needed, invoice/VAT documentation, Israel invoice allocation-number follow-up where applicable, ACUM music licensing where applicable, and religious/medical verification where applicable.

Decision tree

flowchart TD
    A[Start event request] --> B{Event type known?}
    B -- No --> B1[Ask for event type or infer from details]
    B -- Yes --> C{Date fixed?}
    B1 --> C
    C -- No --> C1[Generate date options from constraints]
    C -- Yes --> D{Guest count known?}
    C1 --> D
    D -- No --> D1[Estimate invited, likely attendance, venue capacity buffer]
    D -- Yes --> E{Venue chosen?}
    D1 --> E
    E -- No --> E1[Shortlist venues by city, capacity, price, kashrut, accessibility]
    E -- Yes --> F{RSVP channel chosen?}
    E1 --> F
    F -- No --> F1[Choose WhatsApp/SMS/email/calls based on audience]
    F -- Yes --> G{Compliance risks cleared?}
    F1 --> G
    G -- No --> G1[Add consent, opt-out, privacy, accessibility, licensing checkpoints]
    G -- Yes --> H[Create timeline, RSVP plan, vendor checklist, day-of run sheet]
    G1 --> H

Web-validated Israeli checkpoints as of 04/06/2026

Use these as operational defaults, then recheck the official portal before payment or publication:

Checkpoint	Current planning value	Action
VAT	18%	Require itemized supplier quotes that state whether VAT is included
Israel invoice allocation	₪10,000 before VAT until 31/05/2026; ₪5,000 before VAT from 01/06/2026	Ask accountant or Tax Authority portal when supplier/customer invoice crosses threshold
ACUM family event	₪395.30 including VAT; arrange up to 72 hours before event	Add owner and receipt checkpoint for weddings, bar/bat mitzvah, brit/brita and similar events
ACUM business event	Separate 2026 tariff	Do not apply the family-event fee to customer or company events
Event-hall noise monitor	95 dB average threshold appears in current Ministry guidance	Ask the venue how noise monitoring, closing hour and outdoor sound are handled
Brit milah mohel fee reference	Recommended fee: certified mohel ₪1,000; expert mohel ₪1,500	Treat as budget reference only; verify credential and medical clearance

Event-specific playbooks

Wedding

Use a wedding playbook when the user mentions wedding, engagement, chuppah, venue, ketubah, marriage registration, rabbi, mikveh, civil marriage registration, photographer, DJ, or guests.

Timing	Action	Owner	Notes
9-12 months before	Define budget, city range, guest bands, religious/civil path	Couple	Separate must-have items from negotiable items
6-9 months before	Close venue, photographer, music, ceremony lead	Couple	Check capacity, cancellation, force majeure, parking, accessibility
3-6 months before	Prepare invitations, guest list, hotel/transport, vendor payment dates	Couple/event manager	Use household-level RSVP tracking
21-90 days before	Handle marriage-file requirements where relevant	Couple	Verify current religious-council requirements before booking dependent tasks
14 days before	Freeze seating draft and transport count	Event manager	Keep 5-10% reserve for late changes
72 hours before	Verify music license, final guest count, vendor arrival schedule	Event manager	Check exact deadline with official licensing portal
Event day	Run seating, chuppah timing, vendor contacts, emergency list	Event manager	Keep printed and offline copies

Wedding edge cases

• Mixed Hebrew/English families: produce two invitation versions, but keep one canonical guest ID.
• Separated parents or sensitive seating: tag guests by conflict group and avoid same table.
• Venue minimum exceeds likely attendance: negotiate a lower guaranteed minimum or add a staged upgrade clause.
• Outdoor summer event: require shaded reception plan, water stations, fan/misting option, and heat contingency.
• Winter garden event: require rain plan, indoor chuppah option, covered photography location, and revised sound layout.
• Civil-marriage path: separate ceremony logistics from registration/recognition tasks; avoid implying automatic legal completion.

Bar mitzvah / Bat mitzvah

Use this playbook when the user mentions synagogue, Torah reading, aliyah, kiddush, school friends, family lunch, evening party, dvar Torah, tefillin, bat mitzvah club, or teenage celebration.

Timing	Action	Owner	Notes
12-18 months before	Confirm Hebrew date, Torah portion, synagogue slot	Family	Some communities book early
6-9 months before	Choose format: synagogue kiddush, hall lunch, evening party, combined	Family	Keep religious and social events separate in planning
3-6 months before	Close photographer, DJ/activity, invitation channel, lesson schedule	Family	Add youth supervision plan
6 weeks before	Send invitations and RSVP link/message	Family	Segment adults, classmates, family abroad
2 weeks before	Finalize seating, transport, dietary list, child pickup policy	Event manager	Confirm allergies and security
Event week	Rehearsal, vendor call sheet, printed aliyah honors list	Family	Keep synagogue customs documented

Edge cases

• Divorced or blended families: build honor assignments before printing programs.
• School class invited but parents not invited: state drop-off/pickup times clearly.
• Friday-night/Saturday event: map candle-lighting, Shabbat observance, transport expectations, and non-driving guests.
• Classmate allergies: request parent confirmation and avoid informal "probably fine" assumptions.
• Separate synagogue and party venues: create two RSVP questions and two attendance counts.

Brit milah / Simchat bat / Naming ceremony

Use this playbook when the user mentions birth, brit, mohel, sandak, synagogue hall, home event, naming, simchat bat, eight-day timing, or quick family gathering.

Timing	Action	Owner	Notes
Birth day	Record birth date/time, medical status, location, Shabbat/holiday constraints	Parents	Medical clearance overrides ceremony pressure
Within 24 hours	Contact mohel/ceremony lead and venue/home host	Parents	Confirm credentials and availability
2-5 days before	Send save-the-date or conditional notice	Family	Keep wording flexible until clearance
24-48 hours before	Confirm doctor/mohel approval, guest count, catering, chairs, parking	Family	Keep event small when timing is uncertain
Event day	Prepare baby needs, quiet room, parking instructions, food labels	Family	Assign one non-parent logistics owner

Edge cases

• Birth close to sunset: treat ceremony date as uncertain until rabbinic/medical confirmation.
• Baby not medically cleared: postpone; do not pressure parents or suppliers.
• Event at home: check elevator, stroller access, neighbor notices, parking, and waste pickup.
• Mixed observance guests: provide arrival window and ceremony time separately.
• Last-minute naming ceremony: use phone tree or WhatsApp broadcast with consent and minimal personal data.

RSVP model

Track RSVP at the household/person hybrid level. A family may answer as one household, while seating, meals, accessibility, and transport still require person-level details.

Field	Required	Example	Notes
guest_id	Yes	G-00042	Stable internal key
household_name	Yes	משפחת לוי	Use in messages
contact_name	Yes	דנה לוי	Primary respondent
phone	Usually	+972501234567	Normalize Israeli numbers
email	Optional	[email protected]	Useful for formal invitations
party_size_invited	Yes	4	Contract capacity planning
party_size_confirmed	Yes	3	Catering and seating
status	Yes	confirmed, declined, tentative, no_response	Avoid free-text status
side/group	Optional	כלה, חתן, כיתה, עבודה	Seating and reporting
children_count	Optional	2	Menu and supervision
dietary	Optional	טבעוני, ללא גלוטן	Confirm exact needs
accessibility	Optional	כיסא גלגלים	Venue must confirm suitability
transport	Optional	needs_shuttle	Bus size planning
language	Optional	he, en, ru, fr, ar	Invitation variant

Hebrew RSVP templates

Initial WhatsApp/SMS

שלום {name}, נשמח לאישור הגעה ל{event_title} בתאריך {date}.
נא להשיב במספר המגיעים, ילדים, רגישויות למזון וצורך בהסעה.
להסרה מרשימת עדכונים כתבו "הסר".

Reminder after no response

שלום {name}, תזכורת קצרה לאישור הגעה ל{event_title} ב-{date}.
כדי לסגור סידורי הושבה וקייטרינג, נא להשיב עד {deadline}: מגיעים / לא מגיעים / עדיין לא בטוח.

Final logistics

שלום {name}, מחכים לראותך ב{event_title}.
הגעה: {venue_name}, {address}. קבלת פנים: {reception_time}. טקס: {ceremony_time}.
חניה/הסעה: {transport_note}. במקרה שינוי, נא לעדכן את {contact_name}.

RSVP anti-patterns

• Do not store health notes beyond operational need. Use "רגישות לשומשום" rather than broad medical history.
• Do not send promotional content to event guests without consent.
• Do not mix invited count and confirmed count.
• Do not overwrite a household answer without preserving the previous value and timestamp.
• Do not rely only on WhatsApp reactions; require an explicit count.
• Do not publish guest lists publicly.
• Do not promise accessibility until the venue confirms physical access, accessible toilets, route from parking, and seating.

Venue logistics checklist

Area	Check	Failure mode
Capacity	Maximum seated, standing, chuppah/ceremony layout, dance floor	Contract capacity differs from practical capacity
Minimum	Guaranteed guest count and deadline for final count	Paying for empty seats
Food	Kashrut certificate, vegan/vegetarian, allergies, children menu	Missing dietary commitments
Accessibility	Step-free entry, toilets, parking, route, seating	Guest cannot enter or use facilities
Parking	Spaces, nearby lots, shuttle pickup, signage	Late arrivals and traffic stress
Sound	Music license, noise cutoff, generator/backup	Fine, shutdown, neighbor complaint
Weather	Rain/heat/wind plan, shade, fans, heaters	Unsafe or uncomfortable event
Security	Guard requirements, first aid, emergency exit	Unclear responsibility
Payments	Deposit, cancellation, indexation, VAT, invoice allocation-number follow-up, final payment	Surprise cost or invoice gap
Day-of	Vendor entry time, loading zone, coordinator, contact tree	Delayed setup

Budgeting approach

Use three bands for quick planning:

Event	Lean	Standard	Premium
Wedding, 250 guests	₪80,000-₪120,000	₪120,000-₪180,000	₪180,000+
Bar/Bat mitzvah, 120 guests	₪20,000-₪45,000	₪45,000-₪90,000	₪90,000+
Brit/Naming, 40 guests	₪2,500-₪8,000	₪8,000-₪18,000	₪18,000+
Customer/community event, 80 guests	₪5,000-₪20,000	₪20,000-₪60,000	₪60,000+

Treat numbers as planning ranges. Check current supplier quotes, VAT, service charges, security costs, municipal constraints, and venue-specific minimums before committing.

Production workflow

flowchart LR
    A[Intake] --> B[Plan dates]
    B --> C[Venue and suppliers]
    C --> D[Invitation copy]
    D --> E[RSVP tracking]
    E --> F[Seating and logistics]
    F --> G[Final confirmations]
    G --> H[Day-of run sheet]
    H --> I[Post-event closeout]

Concrete examples

250-person wedding

Inputs: event date 18/06/2026, Rehovot, 320 invited, 250 expected, venue minimum 240, ₪330 per plate, traditional Jewish ceremony, WhatsApp plus phone calls.

Recommended output:

1. Build a guest sheet with household ID, phone, side, invited count, confirmed count, dietary needs, accessibility, and transport.
2. Send Hebrew RSVP wording with opt-out and a response deadline.
3. Set a venue negotiation target: final count no earlier than 7 days before the event; allow 5% reserve.
4. Add marriage-file and ceremony dependencies as separate checklist items.
5. Schedule music licensing verification at least 72 hours before the event.
6. Freeze seating 10-14 days before; keep reserve seats.
7. Print supplier call sheet with coordinator, venue manager, photographer, DJ, rabbi, shuttle driver, and emergency contacts.

Bar mitzvah with synagogue and evening party

Inputs: synagogue event 07/11/2026, party 08/11/2026, 80 family synagogue guests, 140 party guests, 35 classmates, wheelchair access for grandmother.

Recommended output:

• Create two linked event records.
• Ask each invitee which part they attend.
• Confirm synagogue access and seating before printing invitations.
• Build separate food counts for kiddush, party adults, party children, vegetarian/vegan/gluten-free.
• Add pickup language for classmates.
• Assign one adult to supervise the classmate table and one family member to manage honors.

Brit milah at home

Inputs: birth 03/03/2026 before sunset, planned ceremony 10/03/2026 subject to medical clearance, 35 guests, apartment building in Givatayim.

Recommended output:

• Mark date as tentative until mohel/doctor confirms.
• Use flexible invitation wording: "בכפוף לאישור רפואי".
• Avoid over-ordering catering until 24-48 hours before.
• Check elevator access, stroller storage, chairs, quiet room, trash removal, and neighbor notice.
• Assign a non-parent logistics contact.

Troubleshooting quick table

Symptom	Likely cause	Fix
Confirmed count exceeds venue capacity	Household answers were counted twice or children were ignored	Reconcile by phone number and household ID
Many guests reply with emojis	RSVP wording did not require a number	Send a follow-up requiring exact count
Elderly guests missing logistics	WhatsApp-only communication	Add phone-call workflow
Venue quote changed	Date, guest minimum, VAT, or menu tier changed	Request itemized written quote
Supplier asks for cash-only payment	Documentation risk	Request receipt/invoice and record payment terms
Wheelchair guest cannot access venue	Accessibility not verified physically	Confirm route, toilet, parking, and seating with venue
Ceremony date conflict appears late	Holiday/custom/religious timing checked too late	Validate date constraints before deposit

Production checklist

• Event type and scope confirmed.
• Date constraints checked, including holidays, Shabbat, school calendar, and religious/medical dependencies.
• Budget range approved with contingency.
• Venue capacity, minimum, cancellation, accessibility, parking, and weather plan documented.
• Supplier list includes contact, arrival time, payment milestones, cancellation terms, and backup contact.
• RSVP sheet uses stable IDs and normalized phone numbers.
• Invitation includes response deadline and opt-out wording when sent by message.
• Sensitive guest data minimized and access limited.
• Dietary and accessibility needs confirmed directly.
• Seating draft created with conflict groups and family sensitivities.
• Transport list reconciled with pickup times and passenger count.
• Music licensing, religious-council, medical, tax, invoice allocation-number, and accessibility checkpoints verified where relevant.
• Day-of run sheet printed and stored offline.
• Post-event supplier payments, invoices, thank-you messages, and data cleanup scheduled.

File index

• references/api-reference.md — Israeli compliance/API-style adapter reference.
• references/workflow-guide.md — end-to-end workflows.
• references/troubleshooting.md — operational troubleshooting.
• references/test-scenarios.md — concrete planning scenarios.
• references/migration-checklist.md — migration from ad hoc spreadsheets or older wedding-only packages.
• scripts/event_scheduler_invitation_client.py — typed sync and async helper library.
• scripts/event-scheduler-invitation-cli.py — command-line interface.
• scripts/examples/ — runnable examples.