How to organize an open rehearsal

An open rehearsal needs two plans running together: one for the musicians and one for visitors. Start by fixing the rehearsal space, date and times, then build the programme around the conductor and available groups. After that, manage registrations, dietary requirements, music materials and visitor information. The final week is mainly about checking access, printing schedules, preparing name badges and making sure the room, sound equipment and refreshments are ready.

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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
Reserve rehearsal space
2
Record date and times
2 people
3
Compile program
2 people
4
Confirm Conductor
5
Select music pieces
2 people
6
Check groups
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Send visitor information
11
Share route and parking
12
Compile musician list
13
Take stock of instrument staffing
2 people
14
Gather the music materials
2 people
15
Confirm borrowed materials
16
Order catering
2 people
17
Do the shopping
2 people
18
Prepare name badges
19
Print attendance list
20
Print the rehearsal schedule
21
Print the house rules
22
Pick up the venue key
23
Keep catering chilled
2 people
24
Prepare music files
25
Create Crew Contact List
26
Check the first aid kit
27
Check the weather forecast

Event

28
Open venue
2 people
29
Ventilate room
30
Set up tables
2 people
31
Set up chairs
3 people
32
Set up music stands
3 people
33
Set up registration desk
2 people
34
Lay out name badges
35
Take care of participant reception
2 people
36
Register attendance
2 people
37
Show new musicians around
2 people
38
Hand out the music sheets
2 people
39
Set out coffee and tea
2 people
40
Serve snacks
2 people
41
Refill drinks
2 people
42
Keep the break room tidy
43
Lead the rehearsal
2 people
44
Answer visitors' questions
2 people
45
Register New Members
46
Announce the final round

Aftercare

47
Gather the music materials
3 people
48
Put furniture back
3 people
49
Wash dishes
2 people
50
Collect waste
2 people
51
Clean the room
3 people
52
Empty coolers
53
Store leftover catering
2 people
54
Return borrowed materials
2 people
55
Lock up the venue
2 people
56
Return the key

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Registration desk
Clothing rackqty 2

Music equipment

Music standsqty 50
Conductor's lectern
Music foldersqty 60
Metronome
Whiteboard

Equipment

Active speaker
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Cable matsqty 4

Tableware

Reusable cupsqty 80
Coffee mugsqty 50
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Coolersqty 4
Bottle openersqty 3

Decorations

Tableclothsqty 8
Welcome sign
Wayfinding signsqty 5
Name badge holdersqty 60

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the room, date and rehearsal times before inviting anyone. Work backwards from the event and send invitations only after the programme, conductor and participating groups are confirmed.
Keep musician and visitor information separate. The musician list should cover instrument staffing and music materials, while visitor information should include registration details, the route and parking instructions.
Close registrations early enough to act on the numbers. A practical deadline is 7 days before the rehearsal, giving you time to print the attendance list, prepare name badges and adjust catering.
Check borrowed music materials before rehearsal day, not when musicians arrive. Prepare music files, music folders, stands and the conductor’s lectern together so missing items are found in one check.
Treat arrival and breaks as part of the rehearsal plan. Set up a registration desk, welcome and wayfinding signs, chilled catering, water jugs and thermos flasks before the first visitor enters.

Frequently asked questions

How far in advance should I organize an open rehearsal?: Start planning at least 6 weeks before the rehearsal. Reserve the space first, then confirm the conductor, groups, programme and music before opening visitor registration.
When should registrations for an open rehearsal close?: Close registrations about 7 days before the event. That leaves enough time to collect dietary requirements, order catering and print the attendance list and name badges.
What information should visitors receive before an open rehearsal?: Send the arrival time, rehearsal schedule, venue address, route and parking details at least 3 days beforehand. Include any house rules and explain where visitors should register on arrival.
How do I prepare the rehearsal room for visitors?: Finish the room setup at least 60 minutes before doors open. Check chairs, tables, music stands, cables, microphone equipment, registration materials, refreshments and waste bins in the same walkthrough.

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