What to Bring for a Rehearsal Day

A rehearsal day needs more than snacks and a room. You will be setting up tables and chairs, preparing food, testing equipment, and running trial activities, so small missing items can delay the schedule. Use the plan’s 42-item supply list as your checklist, then match quantities to the participant list. Pay particular attention to serving ware, power access, cooling drinks, activity equipment, name labels, and materials for explaining the programme.

Organize this event for free with Lizzt

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
- Ground beef - 3 kilograms
- Kidney beans - 8 cans
- Corn - 6 cans
- Diced tomatoes - 8 cans
- Tomato paste - 4 cans
- Onions - 2 kilograms
- Garlic - 4 bulbs
- Red bell pepper - 8 pieces
- Carrots - 2 kilogram
- Rice - 3 kilograms
- Grated cheese - 1,5 kilograms
- Sour cream - 6 tubs
- Tortilla chips - 6 bags
- Baguettes - 6 pieces
- Herb butter - 6 tubs
- Mixed salad - 1.5 kilograms
- Cucumbers - 5 pieces
- Cherry tomatoes - 1 kilogram
- Salad dressing - 3 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Cumin - 1 jar
- Chili powder - 1 jar
- Oil - 1 bottle
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted peanuts - 3 bags
- Cookies - 6 packs
- Apples - 30 pieces
- Grapes - 2 kilogram
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 8 bottles
- Fruit juice - 4 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Sugar - 1 kilogram
- Honey - 1 jar
- Stirrers - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Hand sanitizer - 2 bottles

Tips

Count reusable plates, bowls, cups, and cutlery against the final participant list, then add a small buffer so washing up during the day does not interrupt the schedule.
Check kitchen capacity before shopping: large pots, mixing bowls, cutting boards, knives, serving spoons, and food warmers are only useful if there is enough workspace and power.
Plan drink storage before the day starts. Chill drinks in advance and check whether the coolers hold everything needed for the first serving period.
Test the Bluetooth speaker, coffee machines, kettles, extension cords, and power strips before participants arrive. Do not assume the venue has enough accessible sockets.
Pack activity equipment together by trial activity, including cones, ropes, soft balls, blindfolds, hoops, and a stopwatch. Add name stickers, markers, and flipchart pads where instructions or team grouping are needed.

Frequently asked questions

What do I need to bring to a rehearsal day?: Bring the listed furniture, reusable tableware, kitchen equipment, coolers, drink-making equipment, activity materials, and programme materials. Check all 42 supplies against the participant list and venue setup before shopping.
How many cups and plates do I need for a rehearsal day?: Start with one plate, bowl, cup, and set of cutlery per participant, then add around 10% if there will be several food or drink breaks. Increase the number if there is no time or facility for washing items during the day.
When should I chill drinks for a rehearsal day?: Chill drinks several hours before participants arrive; overnight is safer for a full group. Put only the first service into the accessible coolers and keep the rest cold without blocking kitchen access.
What equipment should I test before rehearsal day?: Test the Bluetooth speaker, coffee machines, kettles, extension cords, and power strips at least one day beforehand. Repeat a quick sound and power check when the venue opens, before setup and trial activities begin.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.