What to buy for an open rehearsal

An open rehearsal needs more than chairs and music stands. Visitors also need a clear welcome point, readable signs, name badges, drinks and a simple way to find their seats. This checklist covers the practical supplies for registration, rehearsal setup, catering and clean-up. Check quantities against your musician and visitor lists, then buy or borrow anything with a lead time, such as music folders, microphone equipment and serving supplies.

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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
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 6 bottles
- Spa Rood - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla chips - 3 bags
- Salted nuts - 2 bags
- Salty breadsticks - 3 bags
- Mini pretzels - 3 bags
- Cookies - 6 packs
- Butter - 500 grams
- Currant buns - 40 pieces
- Mini rolls - 60 pcs
- Cheese slices - 1.5 kilo
- Young cheese - 1 kilo
- Ham - 750 grams
- Chicken breast slices - 750 grams
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 1 kilo
- Grapes - 2 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Rinse aid - 1 bottle
- Dish sponges - 2 packs
- Hand soap - 3 bottles
- Paper towels - 4 packs
- Name stickers - 100 pieces
- Ballpoint pens - 20 pieces
- A4 paper - 1 pack
- Tape - 3 rolls

Tips

Plan one chair per expected visitor or musician, then keep a small buffer if the room allows it. Set aside a separate registration desk and clothing rack so arrivals do not block the rehearsal entrance.
Prepare one name badge holder per registered visitor, plus around 10% extra for late registrations or damaged badges. Print the attendance list, rehearsal schedule and house rules before the event day.
For drinks, provide at least one reusable cup or coffee mug per person and enough water jugs for the full rehearsal. Use thermos flasks for hot drinks and coolers to keep chilled catering and drinks cold until serving.
Check the room’s power points before bringing the active speaker, microphone and conductor’s equipment. Take extension cords, power strips and cable mats; tape or cover every cable that crosses a walking route.
Count serving platters, tongs, plates and cutlery against the catering order rather than the musician list alone. Put waste bins near the registration and catering areas, and prepare welcome and wayfinding signs before doors open.

Frequently asked questions

How many cups and plates do I need for an open rehearsal?: Count one reusable cup or coffee mug, one plate and one cutlery set per expected person. Add 10% extra, so a group of 50 people needs about 55 of each item.
What should I buy for registration at an open rehearsal?: Use one registration desk, one printed attendance list, one set of name badge holders per registered visitor and a welcome sign. Prepare the desk at least 30 minutes before doors open so late arrivals do not interrupt the rehearsal.
How much music equipment is needed for an open rehearsal?: Provide one music stand and one music folder for each musician who needs one, plus a conductor’s lectern. Confirm the musician list and borrowed materials at least 7 days beforehand so missing equipment can still be sourced.
What catering supplies are easy to forget for an open rehearsal?: Serving tongs, bottle openers, thermos flasks, water jugs, coolers and waste bins are often missed. Check these items 1 day before the event, when the catering order and dietary requirements are already confirmed.

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