Midweek Rehearsal Runbook¶
Owner: Worship Lead + Tech Lead
The local clock¶
Copy these from Our Congregation — that page is the single source; write the values here only on a printed copy:
- Proposed set published by / confirmed by: ________
- Keys / forms / charts published by: ________
- Rehearsal day: ________
- Present by: ________
- Ready to rehearse by: ________
- Rehearsal ends: ________
- Location / access notes: ________
Rehearsal is mandatory for everyone scheduled to serve the linked service. “Present” means in the building. “Ready to rehearse” means at your position with your personal preparation and required equipment complete.
Before rehearsal: simple readiness guide¶
The set is fixed before rehearsal: the Song Selector publishes it by the weekly deadline and the Director confirms; the Worship Lead publishes keys, forms, and charts by the keys/charts deadline. Everyone else prepares from and adheres to that plan. Rehearsal may amend how the set is delivered, but it is not the normal place to select a different set.
| Role | Arrive ready with |
|---|---|
| Song Selector / Director | Confirmed song list, pastoral purpose, and any new-song teaching intent published |
| Worship Lead | Keys, tempos, forms, charts/references, tracks, leads, and difficult transitions published by the deadline |
| Band | Songs and forms learned; instrument, patches, and personal backup ready |
| Vocals | Lyrics, melody, and assigned parts learned; water and personal backup ready |
| Tech Lead / Stage | Roster, stage needs, input list, and unusual production needs reviewed |
| FOH / Monitors | Correct show file ready; inputs, talkback, RF, and monitor plan prepared |
| Media | Service plan imported; house and confidence content matches the fixed set and known forms |
| Lights / Stream | Service plan and required cues/scenes prepared for the systems being used |
If an item is not ready, tell the Worship Lead or Tech Lead before the ready-to-rehearse time so the plan can be simplified.
Default timeline (90-minute minimum)¶
Ninety minutes is the floor, not the target. If you have more time, grow the work block — never cut the full run. If you only have 90 minutes including strike, cut the review to two sentences or move it to chat.
| Time | Block | Owner |
|---|---|---|
| T−0:15 | Tech open / line check; house + confidence up | Tech (all scheduled) |
| T−0:00 | Ready-to-rehearse time — band on stage, tech at positions | All (band and tech) |
| T+0:00 | Frame the night: purpose of this service, anything new (5 min) | Director or Worship Lead |
| T+0:05 | Review the previous service: two wins, two fixes (5 min) | Worship Lead + Tech Lead |
| T+0:10 | Warm-up: one easy song or a focused musical/technical exercise (5 min) | Worship Lead + Tech |
| T+0:15 | Work block (45 min): every part of the set and each transition between parts — slides and production live | Worship Lead + Tech |
| T+1:00 | Full set run (20 min) — in sequence, full production path; revisit failure points only if time remains | Worship Lead + Tech |
| T+1:20 | Notes + prayer (10 min) | Worship Lead / Director / Tech Lead |
| T+1:30 | Strike / reset as needed | All |
Worked example — 4 songs, 3 transitions, 90 minutes: ~8 min per song in the work block (32 min) leaves ~4 min per transition (12 min); the 20-minute run covers a 22-minute set once with a restart on the worst transition. Five songs? Take the extra 12 minutes from the clock, not from the run.
Who is expected¶
- Every band/vocalist scheduled for the linked service
- Every tech scheduled for the linked service (FOH, monitors, media, lights, stream as rostered)
- Same attendance rule: no prior rehearsal → default do not serve (Rehearsal Standards); exceptions are granted in advance, recorded on the agenda
Core rehearsal flow¶
- Review the previous service. Briefly name what served the congregation well, what did not, and which lessons apply to this set. Keep the review concrete and forward-looking rather than replaying every note.
- Warm up. Use an easy song or a focused exercise that prepares the team to listen, blend, follow cues, and operate the production path together.
- Work each part of the set. Rehearse every song and other planned element, prioritizing difficult forms, tracks, vocal stacks, cues, and production needs without leaving familiar material assumed.
- Work every transition. Rehearse the handoff into and out of each part: count-ins, endings, key or patch changes, spoken cues, prayers/readings, track starts, slide changes, lighting cues, and silence. A set is not complete merely because its songs work in isolation.
- Run the set in sequence. Use the full production path when possible, then revisit any failure points.
During each song, test whether the congregation can reasonably sing it. Confirm that the key, range, tempo, phrasing, and arrangement help the room participate rather than merely fitting the Platform lead. Change the key or simplify the arrangement when needed.
Tech parallel track¶
- Stabilize gains early
- Media: run overhead (house) and confidence for the working set — same deck mindset as Sunday
- Freeze cosmetic mix tweaks until musical form settles
- Capture input list and slide/deck fixes before leaving
- Confirm confidence readability from key stage positions during at least one full song
Slides at rehearsal (must)¶
| Feed | Rehearsal expectation |
|---|---|
| House / overhead | On and advanced with the set |
| Confidence monitors | On; band/vocals use them (stands only if already excepted) |
| Stream | As needed for training / critical weekends |
Do not “save the real slides for Sunday.” Rehearsal is where timing and form bugs die.
Attendance note¶
This midweek block is the default prior rehearsal for the linked Sunday — musicians and tech. Who is present (or formally released) is who leaders plan to put on the roster — see Rehearsal Standards.
At the ready-to-rehearse time, record each scheduled person as present and ready, late/not ready, formally released, or covered by a confirmed substitute. Being in the building but not ready does not satisfy the ready-to-rehearse time.
Amend the set as you rehearse¶
One purpose of rehearsal is to correct and complete the service plan. Record agreed amendments to:
- keys, tempos, forms, tags, and endings
- leads, vocal parts, and arrangement choices
- transitions and spoken/musical cues
- tracks, charts, patches, input needs, and monitor needs
- house lyrics, confidence content, lighting, and stream cues
Before leaving, the Worship Lead and Tech Lead make sure the current plan and affected materials reflect the same agreed version.
End state¶
- Open issues listed (who owns overnight fixes)
- Lessons from the previous service reviewed and applied
- Every set part and every transition rehearsed
- Agreed set amendments captured in the plan, charts/tracks, and production materials
- Keys and arrangements confirmed as congregationally reachable
- Deck/slide fixes captured for Media
- Sunday call times confirmed
- Absences resolved: serve / release / simplify (band and tech)
- Room not trashed
