Open rehearsal checklist

An open rehearsal needs more than a rehearsal room and a programme. Visitors must know where to go, musicians need a workable setup, and the team must be ready to handle registrations, dietary requirements and technical checks before the doors open. Use this checklist to work backwards from the start time. It covers the preparation, room setup, equipment, refreshments and visitor welcome needed to run the rehearsal without last-minute gaps.

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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

Reserve rehearsal space
Set the date and program
2 people
Send invitations
2 people
Publish event online
Process registrations
2 people
Collect dietary requirements
Print visitor list
Create rehearsal schedule
2 people
Check the music parts
2 people
Compile shopping list
Do the shopping
2 people
Prepare catering
3 people
Test the equipment
2 people
Arrange keys and access
Check first aid supplies

Event

Open hall
2 people
Set up tables and chairs
4 people
Set up rehearsal arrangement
4 people
Set up music stands
3 people
Connect sound equipment
2 people
Turn on lighting
Mark entrance and route
2 people
Welcome visitors
3 people
Explain the program
Lead the open rehearsal
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Answer visitors' questions
2 people
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Store instruments and partitions
4 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Clean the room
3 people
Collect waste
2 people
Store remaining catering
2 people
Return borrowed materials
2 people
Lock up the hall
2 people

What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Foldable tablesqty 2
Coat racksqty 2

Equipment

Music standsqty 35
Microphonesqty 2
Microphone standsqty 2
Active speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 2
Cable reelsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Scissorsqty 2
Cutting boardsqty 3
Bread knivesqty 2

Decorations

Tableclothsqty 10
Welcome sign
Program boardsqty 4
Directional signsqty 6
Name badgesqty 40

Lighting

LED lightsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the date and programme before inviting people, then allow at least 7 days for registrations and replies. Keep the final visitor list available at the entrance and print one copy before the event.
Test microphones, mixer, active speakers, lighting and power connections before visitors arrive. Bring extension cords, power strips, cable reels and gaffer tape, and secure every cable that crosses a route.
Plan the room around two separate needs: a clear rehearsal arrangement for the performers and seating for visitors. Put music stands, chairs and tables in place before opening the hall, not during the welcome.
Prepare refreshments only after checking dietary requirements. Set out cups, glasses, plates, cutlery and coffee spoons, and keep hot drinks in coffee machines, kettles or thermos flasks away from the entrance flow.
Do a final access check at least 30 minutes before the start: collect the keys, open the hall, turn on the lighting, mark the entrance and route, and place the welcome sign, programme boards and directional signs.

Frequently asked questions

How far in advance should I plan an open rehearsal?: Set the date and programme at least 2 to 3 weeks ahead. Send invitations and publish the event early enough to leave at least 7 days for registrations, dietary information and final visitor numbers.
What should I check before an open rehearsal starts?: Check room access, seating, music stands, microphones, speakers, mixer, lighting and all power connections. Finish the technical test and room setup at least 30 minutes before visitors are expected.
How many chairs and tables do I need for an open rehearsal?: Provide one chair for each expected visitor, plus the seating required for the rehearsal arrangement. Add at least one table for refreshments and another for registration or information if the entrance area allows it.
When should I prepare refreshments for an open rehearsal?: Compile the shopping list after registrations and dietary requirements are known, then prepare the catering on the event day before the welcome begins. Keep the serving area ready at least 15 minutes before the first visitor arrives.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.