Short answer: Reach out as soon as you know your event date. A few months out is a comfortable rule of thumb for most families. That leaves time to gather files, pick songs and review your drafts without stress. If your date is closer, reach out anyway and ask what is possible.
Why the date on the invitation is not your deadline
Most families think of the party as the finish line. For a montage, the real finish line comes earlier.
The video has to be done, approved and ready for the venue before the event. You also want a quiet week before the party, not a scramble.
So when you think about when to book a montage, count backward from a point well before the party itself.
Where the time actually goes
The editing is only part of the story. Most of the calendar is spent on things only your family can do.
- Finding the files. Photos live on old phones, cloud accounts and relatives' computers. Tracking them down often takes longer than expected.
- Choosing the songs. Families pick their own music. Our Mitzvah montage song guide helps you settle on a mood first.
- Reviewing drafts. Revisions are unlimited until you love it. Each round needs time for you to watch, think and share notes.
- Getting family input. Grandparents and siblings may want to weigh in. Waiting on replies adds days.
Song choices lock once the first draft is done. That makes it worth deciding on music early, before editing begins.
Please note that licensing any songs you select for your montage is your responsibility. We are not able to clear or license outside music on your behalf.
Signs you should book on the earlier side
Some projects simply need more runway. Give yourself extra time if any of these sound familiar.
- You want relatives and friends to add their own photos.
- You are planning an entrance video as well as the main montage.
- Two children are sharing a B'nai Mitzvah, so there are two stories to tell.
- You would like an original song written by a composer we work with.
- An event planner is coordinating screens, timing and the run of show.
- Your photos are spread across many people and devices.
If you are a planner juggling several families at once, our page for event planners explains how we fit into your schedule.
Booking early does not mean sending everything at once
A common worry is that booking early means having every photo ready on day one. It does not.
Every client gets a private Client Concierge Portal by personal link, with no password. You can upload photos and videos from a phone or computer as you find them, or share a Dropbox or Google Drive link.
We can also open a link so relatives add their own photos. That way, gathering happens in the background while life goes on.
Booking early mostly buys you breathing room. You can sort files slowly, rethink a song choice before it locks and review each draft without rushing.
Not sure which moments to collect? Our guide on what to include in a Bar Mitzvah montage gives you a starting list.
When your date is closer than you hoped
Life happens. Sometimes the montage comes up late in the planning, and that is okay.
Here is how to make a shorter window work:
- Pick your songs first. Music shapes the edit, so decide before anything else.
- Send your best photos, not every photo. A strong, focused set moves faster than a huge pile.
- Name one decision maker. One person gathering notes keeps drafts moving.
- Answer quickly. Fast feedback on each draft saves days.
Ask about timing when you reach out. Your proposal spells out everything before you book, so you know what to expect.
A simple way to plan your booking
If you like a checklist, try this order:
- Lock in your event date and venue.
- Reach out through our contact page and get your proposal.
- Start uploading photos and inviting family to add theirs.
- Choose your songs before the first draft.
- Leave a calm buffer before the party for final approval.
Mitzvah montages start at $900, and milestone montages at $600. If budget is part of your timing decision, our post on what a Mitzvah montage costs walks through what shapes a quote.
The Montage Maven is based in Westchester, NY, and works with families nationwide through a fully remote process.