What you need for an open rehearsal

An open rehearsal needs more than chairs and refreshments. Visitors must find the room, sit comfortably, follow the programme and hear and see the performers clearly. Plan the shopping around your expected audience, rehearsal space and break schedule. Check technical equipment early, then pack small items such as gaffer tape, extension cords, name badges and directional signs before moving everything to the venue.

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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
- Coffee beans - 1 kilogram
- Decaf coffee - 250 grams
- Black tea - 40 bags
- Herbal tea - 20 bags
- Sugar - 1 kilogram
- Sweeteners - 100 pieces
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snack mix - 2 bags
- Unsalted peanuts - 2 bags
- Rice cakes - 4 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1 kilogram
- Turkey breast - 750 grams
- Vegetarian spread - 4 tubs
- Whole grain bread - 8 loaves
- White bread rolls - 40 pieces
- Gluten-free rolls - 6 pieces
- Cherry tomatoes - 1 kilogram
- Cucumbers - 4 pieces
- Grapes - 2 kilogram
- Apples - 40 pieces
- Bananas - 30 pieces
- Mini carrots - 1 kilogram
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Napkins - 200 pieces
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Paper towels - 4 packs

Tips

Plan seating and table quantities from your confirmed audience list, then add a small buffer rather than waiting for extra chairs or stools on the day. Include coat racks or a clearly marked cloakroom area if visitors will arrive with coats.
For refreshments, count one reusable cup per guest, plus coffee cups, plates and cutlery sets for the planned catering. Chill drinks before doors open and keep a separate supply for the break.
Sound checks often reveal missing connectors, stands or power access. Test the speakers, microphones, microphone stands, audio mixer, laptops, extension cords and power strips together during the technical rehearsal.
Bring enough gaffer tape to secure cables and mark the stage or playing area, and pack flip-chart markers if the audience or performers need written information. These small supplies are easy to overlook until setup has started.
Prepare visitor information before leaving: welcome and directional signs, the programme board, printed programmes, name badges, badge holders and cloakroom numbers. Pack them with the tablecloths and serving platters so the information and catering tables can be set up immediately.

Frequently asked questions

What should I buy for an open rehearsal?: Plan seating, tables, refreshments, tableware, signs, programmes, name badges and the equipment needed for sound and lighting. Confirm quantities from the audience list at least 3 days before the rehearsal, then check the full shopping list against the venue.
How many cups and plates do I need for an open rehearsal?: Allow one reusable cup per guest, plus a small reserve of around 10% if washing facilities are limited. Match plates and cutlery sets to the number of expected catering portions, and add extra coffee cups when a hot-drinks break is planned.
What technical equipment is needed for an open rehearsal?: The plan includes speakers, microphones, microphone stands, an audio mixer, laptops, extension cords, power strips and gaffer tape, with LED spotlights, light stands and work lights for visibility. Test the complete setup during a technical rehearsal at least 1 day beforehand.
When should I prepare the open rehearsal shopping?: Buy non-perishable supplies, signs and printed materials 2 to 3 days ahead. Buy or collect chilled drinks and fresh catering items on the day, allowing enough time to chill drinks and set up the tables before the audience arrives.

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