Open rehearsal checklist

An open rehearsal needs more than a rehearsal schedule. You must coordinate the conductor, musicians, programme, visitors, music materials and venue setup in the right order. This checklist covers the practical work, from reserving the rehearsal space and processing registrations to printing attendance lists and preparing name badges. It also helps you catch details that are often left until the last minute, such as chilled catering, route information, borrowed materials and the venue key.

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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
Record date and times
2 people
Compile program
2 people
Confirm Conductor
Select music pieces
2 people
Check groups
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send visitor information
Share route and parking
Compile musician list
Take stock of instrument staffing
2 people
Gather the music materials
2 people
Confirm borrowed materials
Order catering
2 people
Do the shopping
2 people
Prepare name badges
Print attendance list
Print the rehearsal schedule
Print the house rules
Pick up the venue key
Keep catering chilled
2 people
Prepare music files
Create Crew Contact List
Check the first aid kit
Check the weather forecast

Event

Open venue
2 people
Ventilate room
Set up tables
2 people
Set up chairs
3 people
Set up music stands
3 people
Set up registration desk
2 people
Lay out name badges
Take care of participant reception
2 people
Register attendance
2 people
Show new musicians around
2 people
Hand out the music sheets
2 people
Set out coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the break room tidy
Lead the rehearsal
2 people
Answer visitors' questions
2 people
Register New Members
Announce the final round

Aftercare

Gather the music materials
3 people
Put furniture back
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Empty coolers
Store leftover catering
2 people
Return borrowed materials
2 people
Lock up the venue
2 people
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 rehearsal date and times before sending invitations, then allow time for registration processing and collecting dietary requirements. Visitor information is harder to fix once people have already made travel plans.
Confirm the conductor, music pieces, programme and musician list early enough to prepare the rehearsal schedule and music files. Check instrument staffing separately; a complete musician list does not guarantee that every section is covered.
Prepare the visitor flow before the day: place the registration desk near the entrance, print the attendance list, and put up a welcome sign and wayfinding signs. Name badges and a clothing rack are easy to overlook until the first guests arrive.
Check the room setup against the programme, not just the expected headcount. Chairs, tables, music stands, the conductor’s lectern, a whiteboard and an active speaker may all be needed at different points in the rehearsal.
Arrange catering with enough lead time to order, shop and keep perishable items chilled. Set out reusable cups, coffee mugs, plates, cutlery, serving utensils, thermos flasks and water jugs before visitors arrive, and plan where waste bins will go.

Frequently asked questions

How far in advance should I plan an open rehearsal?: Start at least 6 to 8 weeks before the rehearsal. Reserve the space, confirm the conductor and programme first, then send invitations early enough to process registrations and collect dietary requirements.
What should I prepare for visitors at an open rehearsal?: Prepare visitor information, route and parking details, a registration desk, an attendance list, name badges and clear signs. Have these ready at least 3 to 5 days before the event so you can correct missing information.
When should I print the open rehearsal schedule?: Print the rehearsal schedule and house rules 1 to 2 days beforehand, after the programme and timings are final. Keep a few spare copies at the registration desk for late arrivals.
How do I organise catering for an open rehearsal?: Order catering after you have processed registrations and collected dietary requirements, usually 1 to 2 weeks before the rehearsal. Keep chilled items in coolers until serving and set up drinks and tableware before the first break.

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