How to organise a rehearsal day without last-minute problems

A rehearsal day runs smoothly when the schedule, people, rooms and equipment are checked in that order. Start by confirming the date and location, then collect registrations and dietary requirements before building the participant list. Next, turn the programme into timed activities and check every reservation, access arrangement and piece of equipment. On the day, open the venue early enough to inspect the rooms, arrange tables and chairs, prepare materials and test the speaker, coffee equipment and activity gear before participants 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

1
Confirm date and location
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Create participant list
6
Develop the program and schedule
2 people
7
Select activities and games
2 people
8
Check reservations
9
Arrange key and access
10
Check the shopping list
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Collect materials
2 people
14
Test equipment
2 people
15
Check the weather forecast
16
Open venue
2 people
17
Check rooms
2 people
18
Set up tables and chairs
3 people
19
Prepare activity materials
3 people
20
Hang decorations
2 people
21
Set up the kitchen
2 people
22
Prepare snacks
3 people

Event

23
Receive participants
3 people
24
Explain the program
2 people
25
Run trial activities
6 people
26
Serve break drinks and snacks
3 people
27
Refill drinks
2 people
28
Switch game materials
3 people
29
Support the evening program
5 people
30
Serve dinner
4 people
31
Collect tableware
2 people
32
Say goodbye to participants
2 people

Aftercare

33
Sort materials
3 people
34
Collect waste
2 people
35
Clean the kitchen
3 people
36
Clean rooms
3 people
37
Clear tables and chairs
3 people
38
Switch off equipment
2 people
39
Lock up the venue
2 people
40
Return materials
2 people
41
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Foldable tablesqty 2
Coat racksqty 2

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Reusable cutleryqty 45
Serving spoonsqty 4

Kitchen

Large cooking potsqty 2
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Mixing bowlsqty 3
Food warmersqty 2

Equipment

Coolersqty 3
Kettlesqty 2
Coffee machinesqty 2
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Conesqty 20
Ropesqty 10
Soft ballsqty 8
Blindfoldsqty 10
Hoopsqty 6
Stopwatchqty 3

Decorations

Pennant stringsqty 4
Name stickersqty 40
Markersqty 12
Flipchart padsqty 2
Rolls of tapeqty 4

Lighting

LED light stringsqty 3
Flashlightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning spongesqty 6
Microfiber clothsqty 10
Waste binsqty 4

Safety

First aid kit
Fire extinguisher

Catering

Groceries

Tips

Set the programme before buying supplies. Give each activity a start time, an expected duration and a named person responsible for running it, then allow at least 10 minutes between major activities for movement and questions.
Close registration before finalising food quantities. Use the participant list and dietary requirements to prepare snacks and drinks, and chill drinks several hours before the first arrival rather than during setup.
Test equipment in the actual room, not only at home. Check the Bluetooth speaker, kettles, coffee machines, extension cords and power strips at least one day beforehand, including whether the available sockets can handle the setup.
Prepare activity materials in separate, labelled groups. Put cones, ropes, soft balls, blindfolds, hoops, a stopwatch, markers and flipchart pads together by activity so the first trial does not stop while someone searches for equipment.
Plan the opening backwards from arrival time. Allow time to arrange tables and chairs, set up the kitchen, place name stickers, check rooms and access, and run one short trial activity before participants receive the programme explanation.

Frequently asked questions

How far in advance should I plan a rehearsal day?: Confirm the date, location and reservations at least 3 to 4 weeks ahead. Send invitations early enough to close registrations several days before the event, so you can finalise the participant list, dietary requirements and food quantities.
How early should I arrive to set up a rehearsal day?: Arrive at least 90 minutes before participants. That gives you time to open the venue, check the rooms, arrange furniture, prepare the kitchen and materials, test equipment and fix access or power problems before the programme begins.
How do I make a rehearsal day schedule?: List every activity in start-and-finish times, including arrivals, explanations, breaks and trial activities. Add a 10-minute buffer after each main block and assign one person to lead each activity so the schedule does not depend on last-minute decisions.
When should I prepare food and drinks for a rehearsal day?: Check dietary requirements when registrations close, then shop and prepare non-perishable items the day before. Chill drinks at least 4 hours ahead, and set out snacks and kitchen equipment during the final 30 to 45 minutes of setup.

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