What you need for an open rehearsal

An open rehearsal needs more than music stands and chairs. Visitors also need a clear route, somewhere to leave coats, readable program information, and simple refreshments during the break. Use this shopping list to check catering supplies, serving equipment, signage and rehearsal equipment before the day itself. Confirm visitor numbers and dietary requirements first, then buy disposable or consumable items with a small buffer so you are not shopping during setup.

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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
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling water - 6 bottles
- Still mineral water - 12 bottles
- Apple juice - 4 packs
- Beer - 3 crates
- Alcohol-free beer - 1 crate
- Chocolate cookies - 6 packs
- Butter cookies - 5 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Mixed nuts - 2 bags
- Grapes - 3 kilograms
- Apples - 4 kilograms
- Bananas - 3 kilograms
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 2 kilograms
- Back ham - 1 kilogram
- Vegetarian spreads - 4 tubs
- Baguettes - 10 pieces
- Wholemeal bread - 6 loaves
- Gluten-free crackers - 3 packs
- Butter - 2 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Tea towels - 12 pieces
- Napkins - 200 pieces

Tips

Plan coffee, tea and water for the registered visitor count, plus roughly 10% extra. For a two-hour rehearsal, allow about two cups per visitor if refreshments are served once.
Count cups, glasses, plates and cutlery separately before shopping. A practical starting point is one complete set per visitor, plus 10 extra sets for helpers, spills and late arrivals.
Do not leave signs and name badges until the rehearsal day. Prepare one welcome sign, at least two directional signs for the entrance and route, and one badge per expected visitor plus 10% extra.
Check sound and power needs before bringing equipment into the hall. Count microphones, stands, speakers and extension cords together, and bring gaffer tape to secure every cable crossing a walkway.
Arrange access and storage for coats before visitors arrive. If the hall has no fixed coat area, bring coat racks and place them near the entrance without blocking the visitor route or emergency exits.

Frequently asked questions

What should I buy for an open rehearsal?: Buy refreshments and serving supplies, including coffee cups, glasses, plates, cutlery and coffee spoons. You will also need visitor information such as a welcome sign, program boards, directional signs and name badges, plus any sound and power equipment not already available at the rehearsal space.
How many cups and plates do I need for an open rehearsal?: Start with one cup and one plate per expected visitor, then add 10% for helpers, spills and late arrivals. If 50 people are expected, prepare at least 55 cups and 55 plates, with matching cutlery and glasses where needed.
How much coffee should I prepare for an open rehearsal?: For one refreshment break, allow around two cups per visitor. For 50 visitors, that means approximately 100 cups of coffee or tea in total; provide extra hot water and keep the final amount flexible if the rehearsal lasts longer than two hours.
When should I prepare signs and name badges?: Prepare them at least one day before the open rehearsal. Print the visitor list and name badges after registrations close, then bring about 10% extra badges and check the entrance route during setup.

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