How to organise an open rehearsal

An open rehearsal works best when the audience experience is planned alongside the rehearsal itself. Start by fixing the programme, rehearsal times and room, then manage registrations and dietary requirements before preparing the space. On the day, allow time to ventilate the room, mark the playing area, arrange seating and test every microphone, speaker and light. The technical rehearsal and break catering are the points most often left too late.

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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
Set the date and program
2 people
2
Reserve space and rehearsal times
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Check audience list
7
Print the program
8
Test technical equipment
2 people
9
Do the shopping
2 people
10
Chill drinks
11
Prepare catering
2 people
12
Bring materials to the venue
2 people
13
Open and ventilate the room
2 people
14
Set up tables
2 people
15
Set up audience seating
3 people
16
Clear the rehearsal floor
2 people
17
Mark the stage and play area
2 people
18
Set up sound equipment
2 people
19
Check the lighting
2 people
20
Set up decor and props
3 people
21
Set up the catering table
2 people
22
Set up information table
23
Lay out programs and name badges
24
Conduct the technical rehearsal
4 people
25
Prepare break snacks
2 people

Event

26
Welcome actors and crew
2 people
27
Register participant attendance
28
Set Up Lights and Sound
2 people
29
Hold rehearsal with actors
8 people
30
Welcome the audience
3 people
31
Briefly explain the program
32
Hold an open rehearsal
8 people
33
Serve break snacks
2 people
34
Refill drinks
35
Answer audience questions
2 people
36
See the audience out
2 people

Aftercare

37
Clear away props and set pieces
3 people
38
Turn off the sound equipment
2 people
39
Put chairs and tables back
3 people
40
Wash dishes
2 people
41
Collect waste
2 people
42
Clean the room
3 people
43
Load materials
2 people
44
Return borrowed materials
45
Store leftover catering

What to bring

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

Furniture

Chairsqty 50
Foldable tablesqty 6
Coat racksqty 2
Coat rack
Stoolsqty 8

Equipment

Laptopsqty 2
Speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Audio mixer
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Flip chart
Flipchart markers

Lighting

LED spotlightsqty 4
Light standsqty 2
Work lightsqty 2

Decorations

Welcome sign
Program board
Name badgesqty 50
Badge holdersqty 50
Directional signsqty 6
Tableclothsqty 6
Cloakroom numbersqty 50

Tableware

Reusable cupsqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving spoonsqty 8
Coffee potsqty 3
Water jugsqty 4

Kitchen

Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 2
Small bowlsqty 8
Pliersqty 4

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Cleaning bucketqty 2
Mop headsqty 2
Broom and dustpanqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set the programme before sending invitations. Include arrival time, rehearsal start and finish, the break, and whether guests may move around during the rehearsal.
Close registrations several days before the event and check the audience list against available chairs. Use the final list to prepare name badges, programmes and any dietary notes.
Schedule the technical rehearsal before guests arrive, with enough time to test microphones, speakers, the audio mixer, lighting and extension cords rather than checking only that equipment powers on.
Mark the stage and playing area before setting audience seating. Keep a clear route from the entrance and leave enough space for music stands, performers and technical access.
Prepare the catering table before the rehearsal begins and chill drinks in advance. For a 60-minute break, put out snacks and drinks at least 15 minutes beforehand so the audience is not waiting while the room is reset.

Frequently asked questions

How far in advance should I plan an open rehearsal?: Set the date, programme and rehearsal times at least 4–6 weeks ahead. Send invitations once the venue and schedule are confirmed, then close registrations several days before the event.
How long should a technical rehearsal take for an open rehearsal?: Allow at least 60 minutes for a small setup with microphones, speakers and lighting. Add another 30–60 minutes if several performers, microphones or changes of position are involved.
How many chairs do I need for an open rehearsal?: Prepare one chair for every confirmed guest, plus 5–10% spare seating if the room allows it. Check the final audience list after registrations close rather than estimating from the invitation total.
When should I prepare food and drinks for an open rehearsal?: Set up the catering table before guests arrive and prepare break snacks at least 15 minutes before the break. Chill drinks early enough to serve them cold, especially if the venue has limited refrigerator space.

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