Rehearsal day checklist

A rehearsal day runs more smoothly when the practical details are settled before the first activity starts. Confirm the venue and access arrangements early, then build the schedule around registration, room setup and trial activities. Allow time to check equipment, prepare materials and label participant information. This checklist covers the full sequence, from invitations and dietary requirements to opening the venue, serving refreshments and explaining the programme.

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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

Confirm date and location
Send invitations
Process registrations
Collect dietary requirements
Create participant list
Develop the program and schedule
2 people
Select activities and games
2 people
Check reservations
Arrange key and access
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Collect materials
2 people
Test equipment
2 people
Check the weather forecast
Open venue
2 people
Check rooms
2 people
Set up tables and chairs
3 people
Prepare activity materials
3 people
Hang decorations
2 people
Set up the kitchen
2 people
Prepare snacks
3 people

Event

Receive participants
3 people
Explain the program
2 people
Run trial activities
6 people
Serve break drinks and snacks
3 people
Refill drinks
2 people
Switch game materials
3 people
Support the evening program
5 people
Serve dinner
4 people
Collect tableware
2 people
Say goodbye to participants
2 people

Aftercare

Sort materials
3 people
Collect waste
2 people
Clean the kitchen
3 people
Clean rooms
3 people
Clear tables and chairs
3 people
Switch off equipment
2 people
Lock up the venue
2 people
Return materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Foldable tablesqty 2
Coat racksqty 2

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Reusable cutleryqty 45
Serving spoonsqty 4

Kitchen

Large cooking potsqty 2
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Mixing bowlsqty 3
Food warmersqty 2

Equipment

Coolersqty 3
Kettlesqty 2
Coffee machinesqty 2
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Conesqty 20
Ropesqty 10
Soft ballsqty 8
Blindfoldsqty 10
Hoopsqty 6
Stopwatchqty 3

Decorations

Pennant stringsqty 4
Name stickersqty 40
Markersqty 12
Flipchart padsqty 2
Rolls of tapeqty 4

Lighting

LED light stringsqty 3
Flashlightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning spongesqty 6
Microfiber clothsqty 10
Waste binsqty 4

Safety

First aid kit
Fire extinguisher

Catering

Groceries

Tips

Confirm the venue, date and key access at least 1–2 weeks ahead. A locked room or missing key can delay the entire rehearsal day before setup even begins.
Create the participant list as registrations arrive and record dietary requirements before shopping. Check the final numbers 2–3 days before the event so food, cups and seating match attendance.
Test the speaker, coffee machine, kettles and extension cords before participants arrive. Do this during setup rather than relying on equipment working after it has been stored.
Set out tables, chairs, coat racks and name stickers before registration opens. Keep markers and the participant list at the entrance so people can be checked in without interrupting the programme.
Prepare activity materials in separate groups for each trial activity. Put cones, ropes, soft balls, blindfolds, hoops and the stopwatch where the activity leader can reach them without leaving the room.

Frequently asked questions

How early should I start planning a rehearsal day?: Start confirming the date, location and access 2–3 weeks before the day. Send invitations and open registrations early enough to collect the participant list and dietary requirements before you shop.
How long before the rehearsal day should I check the equipment?: Test all equipment at least 24 hours beforehand, then do a quick power and sound check during setup. Bring extension cords and power strips together so equipment can be connected safely without last-minute searching.
When should I prepare food and drinks for a rehearsal day?: Check the shopping list and buy perishable items 1–2 days before the event. Chill drinks several hours in advance and prepare snacks after the kitchen is set up, leaving enough time to receive participants.
What should I do first on the morning of a rehearsal day?: Open the venue, check the rooms and confirm access before moving furniture. Then set up tables and chairs, prepare activity materials, test equipment and finish registration supplies before participants arrive.

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