Rehearsal Roles – Job Descriptions
Ownership (All Roles): Yvonne
Reporting Line (All Roles): Yvonne
Section A Roles: Rehearsal Support
These roles are crucial for ensuring a smooth and supportive rehearsal experience for all participants.
Welcome
Warmly greet all attendees and provide initial directions.
Check-In & Environment
Manage registration and ensure the rehearsal space is comfortable and ready.
Tech Support
Assist with audio-visual equipment and resolve any technical issues.
Name Tag Writer
Accurately prepare and distribute name tags to participants.
Ushers / Wayfinders
Guide musicians to their designated sections and seats efficiently.
Section Leaders
Provide musical guidance and support within their respective sections.
SECTION A
ARRIVAL, WELCOME & EXPERIENCE TEAM
This section covers all front-of-house, arrival flow, environment, and first-impression roles.
1. Welcome
1–2 people
Purpose
Create a warm, calm, and pastoral first impression that sets the tone for rehearsal or event.
Responsibilities
- Greet all arrivals warmly at the main entry point
- Model friendliness, clarity, and confidence
- Be the visible 'face' of the night
- Support ushers and check-in as needed
Timing
Start
30 minutes before doors open (6:45pm)
Finish
10 minutes after rehearsal starts (7:25pm)
2. Check-In & Environment
1–2 people
Purpose
Ensure accurate attendance tracking and a calm, intentional arrival environment.
Responsibilities
- Manage digital or manual attendance system
- Confirm names and attendance status
- Flag newcomers to ushers or section leaders
- Troubleshoot basic check-in issues
- Set diffuser in exact location
- Check lighting and room readiness
- Ensure visual standards are met before doors open
Timing
Start
30 minutes before doors open (6:45pm)
Finish
10 minutes after rehearsal starts (7:25pm)
3. Tech Support
Check-In & Playback
1 person
Purpose
Support all technical elements related to arrival, check-in, and atmosphere.
Responsibilities
- Set up and support check-in devices
- Set up music playback (speaker, phone, playlist)
- Adjust volume and timing per standard
- Assist with minor technical troubleshooting
Timing
Start
30 minutes before doors open (6:45pm)
Finish
Once rehearsal is fully underway (7:15pm)
4. Name Tag Writer
1 person
Purpose
Help people feel recognised and personally welcomed.
Responsibilities
- Write name tags clearly and legibly
- Confirm preferred names if unsure
- Pass newcomers smoothly to ushers
Timing
Start
Doors open (6:45pm)
Finish
10 minutes after rehearsal starts (7:25pm)
5. Ushers / Wayfinders
1–2 people
Purpose
Ensure people feel personally guided, not lost or unsure.
Responsibilities
- Escort people to correct rooms (Choir / Orchestra)
- Personally introduce newcomers to section leaders
- Maintain orderly movement and flow
- Support welcome and check-in as needed
Timing
Start
Doors open (6:45pm)
Finish
10 minutes after rehearsal starts (7:25pm)
6. Section Leaders
Choir & Orchestra
Purpose
Provide relational and practical leadership within each section.
Responsibilities
- Welcome newcomers personally
- Assist with seating and placement
- Introduce members within the section
- Support conductor or director as needed
Timing
Start
Doors open (6:45pm)
Finish
End of rehearsal (9:15pm)
7. Hospitality Support
2–3 people
Purpose
Care for people through simple, consistent hospitality.
Responsibilities
- Set up snacks, drinks, and water
- Maintain cleanliness and replenishment
- Begin setup 15 minutes before rehearsal ends
Timing
Start
15 minutes before rehearsal end (9:00pm)
Finish
After pack-down (9:30pm)
SECTION C
SETUP, PACK-UP & LOGISTICS
8. Setup Support (Choir / Orchestra)
Purpose
Prepare rehearsal spaces to the required standard.
Responsibilities
- Set chairs, stands, and layout per reference photos
- Ensure correct spacing and clear walkways
- Follow conductor or coordinator instructions
Timing
Start
30 minutes before doors open (6:15pm)
Finish
Before doors open (6:45pm)
9. Pack-Up / Pack-Down Support
Rehearsals
Purpose
Restore venue efficiently, safely, and respectfully.
Responsibilities
- Pick up Keys and return Keys at the end of Night
- Pack chairs, stands, equipment, and banners
- Follow labelling and storage systems
- Leave venue clean and compliant
Timing
Start
Before (6:15pm) and Immediately after rehearsal or event (9:15pm)
Finish
When venue is fully reset (9:45pm)
