Open rehearsal checklist: what to arrange and when

An open rehearsal needs more than a clear performance plan. You also need to coordinate registrations, prepare the room for an audience, test sound and lighting, and organise a short break without disrupting the rehearsal. Start by fixing the date, programme and rehearsal times, then work towards a final audience check and printed programme. On the day, allow time to ventilate and set up the room before the technical rehearsal begins.

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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

Set the date and program
2 people
Reserve space and rehearsal times
Send invitations
2 people
Process registrations
Collect dietary requirements
Check audience list
Print the program
Test technical equipment
2 people
Do the shopping
2 people
Chill drinks
Prepare catering
2 people
Bring materials to the venue
2 people
Open and ventilate the room
2 people
Set up tables
2 people
Set up audience seating
3 people
Clear the rehearsal floor
2 people
Mark the stage and play area
2 people
Set up sound equipment
2 people
Check the lighting
2 people
Set up decor and props
3 people
Set up the catering table
2 people
Set up information table
Lay out programs and name badges
Conduct the technical rehearsal
4 people
Prepare break snacks
2 people

Event

Welcome actors and crew
2 people
Register participant attendance
Set Up Lights and Sound
2 people
Hold rehearsal with actors
8 people
Welcome the audience
3 people
Briefly explain the program
Hold an open rehearsal
8 people
Serve break snacks
2 people
Refill drinks
Answer audience questions
2 people
See the audience out
2 people

Aftercare

Clear away props and set pieces
3 people
Turn off the sound equipment
2 people
Put chairs and tables back
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Load materials
2 people
Return borrowed materials
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 and rehearsal times before sending invitations. This gives you one clear schedule for registrations, the technical rehearsal and the audience arrival.
Close registrations early enough to check the audience list and collect dietary requirements. A final check two to three days before the rehearsal leaves time to adjust seating, name badges and catering.
Test microphones, speakers, the audio mixer and laptops before bringing the audience in. Keep extension cords, power strips and gaffer tape together so a loose connection does not delay the start.
Set up the audience seating and rehearsal floor separately. Mark the stage or play area clearly, and leave a safe route between chairs, technical equipment and the catering table.
Prepare the break before the rehearsal starts, including drinks, reusable cups, coffee cups, plates, cutlery and serving platters. Chill drinks in advance and place programmes, name badges and directions where visitors see them first.

Frequently asked questions

How early should I arrive for an open rehearsal?: Arrive at least 90 minutes before the audience is expected. Use the first 30 minutes to open and ventilate the room, then allow about 45 minutes for seating, catering, signs and technical setup, leaving a short buffer for problems.
When should I send invitations for an open rehearsal?: Send invitations at least two weeks before the rehearsal if you need registrations. Set a registration deadline three to five days beforehand so you can check numbers, dietary requirements and the audience list.
How long does an open rehearsal setup take?: Plan on two to three hours for a full setup when you need seating, tables, sound, lighting, signs, programmes and catering. A separate technical rehearsal should start at least 30 minutes before the audience arrives.
How many drinks and snacks do I need for an open rehearsal?: For the break, plan one drink and one snack per attendee, plus roughly 10% extra. For a longer event, allow two drinks per person in total and confirm dietary requirements before shopping.

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