Rehearsal schedule template

Too many rehearsal calendars are a photo of a whiteboard in the group chat, and half the cast is looking at last week's photo. This template keeps the schedule in one spreadsheet and gives the cast a calendar feed instead. They subscribe once at the read-through and follow it to closing night.

Rehearsal schedules shift constantly. The run-through moves to the auditorium, or tech week times change after the first cue-to-cue. Either way it's a one-cell edit that updates in place on every subscribed phone, with no duplicated events.

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Opens a live preview of the sample events below — no account needed. Swap in your own rows when you're ready.

The columns

One row per event, headers in the first row. That's the whole format.

ColumnWhat it becomesExample
DateRehearsal date. One row per rehearsal; write the series out.10/6/2026
TimeStart time. Tech and dress often start earlier than regular rehearsals.3:30 PM
EventWhat's being worked that day: acts, scenes, music, run-throughs, performances.Blocking — Act 1
LocationChoir room, band room, or auditorium. This is the column that changes most often.Auditorium
NotesOptional. Call times, what to bring, who's called.Call time 5:30 PM

Sample data

This is exactly what “Use this template” loads into the preview — replace it with your real schedule.

DateTimeEventLocationNotes
9/29/20263:30 PMRead-throughChoir roomScripts handed out
10/6/20263:30 PMBlocking — Act 1Choir room
10/13/20263:30 PMBlocking — Act 2Choir room
10/20/20263:30 PMMusic rehearsal — full castBand roomBring pencils
10/27/20263:30 PMRun-through — full showAuditoriumFirst time on stage
11/3/20263:30 PMRun-through with propsAuditorium
11/9/20265:00 PMTech rehearsalAuditoriumDinner provided
11/10/20265:00 PMDress rehearsalAuditoriumFull costume and mics
11/12/20267:00 PMOpening nightAuditoriumCall time 5:30 PM
11/13/20267:00 PMPerformanceAuditoriumCall time 5:30 PM
11/14/20262:00 PMMatinee and strikeAuditoriumStrike after — all hands
  • Use one row per rehearsal, even when it's the same time every Tuesday. That lets a single week change rooms or times without touching the rest.
  • The Time column is the show time. Put call times in Notes so performers see both without needing two events per night.
  • Keep Location up to date week to week. It's the cell you'll edit most, and it's how the cast finds the right room.
  • Add performances and strike to the same sheet, so one feed carries the production from read-through to load-out.

Questions

Tech week changes daily. Is a calendar feed fast enough?
Edits reach Apple Calendar and Outlook subscribers within an hour on the free plan, or within 15 minutes on Pro. Google Calendar refetches feeds on its own schedule, up to 24 hours, so for a same-day tech-week change, still announce it at the end of rehearsal.
Rehearsals are every Tuesday and Thursday. Do I have to type each one?
Yes, one row per rehearsal; there are no repeat rules. In a spreadsheet that's two drag-fills, and it pays off later, because when one week changes you edit that row instead of fighting a recurrence pattern.
When the venue changes, do cast members get a duplicate event?
No. Each row maps to one stable event, so editing the Location cell updates the existing event on every subscribed calendar.
Can I run separate cast and crew schedules?
Make two feeds from two sheets, or two tabs exported separately, so each group subscribes only to their calls. That takes the Pro plan ($12/mo or $99/yr, 10 feeds). The free plan is one feed of up to 50 events, which covers one combined production schedule.

Related templates

Guides

Start with the sample, finish with your schedule.

The preview is live in seconds. Your roster subscribes once and stays in sync.

Use this template