How to Create a Rehearsal Schedule for a School Play: A Director's Guide

This post is part of my How to Direct a Play series. If you’re looking for a high-level overview for first-time or non-theater teachers, I’ve got a beginner-friendly video linked here. This post, however, is a deeper dive into how to build a rehearsal schedule that works — especially for schools with jam-packed student calendars.

1. Understand the Importance of Scheduling

Scheduling isn’t just about organizing rehearsals. It’s about making your production possible. At the private college-prep school where I teach, my students are involved in everything. That means:

• They juggle multiple clubs and AP classes.

• They’re resume-building every chance they get.

• Scheduling without a system is a disaster waiting to happen.

2. Manage Conflicts Early — During Auditions

📝 Tip: Build the Schedule Around Student Conflicts
Your audition form should include a section where students list their known conflicts. Emphasize clearly:

“Your rehearsal availability helps build the schedule and may affect casting decisions.”

Practical tips:

• ✅ Let students know that recurring conflicts may affect which roles they’re considered for.

• ✅ Only honor conflicts submitted at audition time — if it wasn’t listed, it’s not excused.

• ✅ Students must respect the schedule you build from their information.

3. Build the Rehearsal Calendar

At callbacks, my student stage managers help me fill in a master calendar using a blank schedule template available in my TPT store.

How we do it:

• Excused Section: For every date with a known conflict, we list the names of excused students.

  • Example: If three students are in a club every Tuesday, we put their names on all Tuesdays.

  • If one student has a doctor appointment, their name goes on that specific date.

This gives me a quick visual guide to casting and rehearsal logistics.

4. Analyze the Script & Block Strategically

Ask yourself:

• What scenes or numbers are most time-intensive?

• What can be taught in small groups while other parts of the show are rehearsing?

General Flow for Musicals:

1. Music first (by group or soloist)

2. Choreography second (group dances, featured solos)

3. Blocking and table work throughout

4. Double-dip rehearsals: While one group does music, another does scene work

Key Tip:

Don’t schedule scenes in show order — schedule by practicality. Rehearse what works best for who is actually available on that day.

5. Plan for Run-Throughs and Fix-it Days

Once most of the show is blocked:

• Start “Stumble Throughs”: Your first full run, even if it’s messy

• Use these to plug missing transitions or group scenes

• Leave time for “Fix Rehearsals”: I label these TBD or FIX on the calendar

Communicate clearly:

• Ask families to keep TBD dates free

• ✅ Over-call students if needed — it’s easier to send them home than to add them last-minute

6. Final Tips for Smart Scheduling

• Use a consistent template (grab mine if you don’t have one)

• Communicate regularly with cast and parents

• Use student leaders or stage managers to help track conflicts

• Don’t wait to realize you over-scheduled — build in breathing room

Want More Tools?

Grab my Free Drama Teacher Toolkit — it includes:

✅ Goal-setting templates
✅ Free warm-ups
✅ A full production checklist

Also, check out:

My Rehearsal Schedule Template on TPT
And other products to make your life easier!

Happy teaching, happy directing — and break a leg!
[Download the Free Toolkit Here]