How I Schedule Rehearsals Without Losing My Mind (Even When My Cast Is in 10 Different Activities)

If you’re a drama teacher, chances are your students are involved in everything. Sports, robotics, debate, science club, tutoring, babysitting—sometimes all in the same week. And honestly? I love that they’re well-rounded. I want students to know that theater is possible alongside other passions.

But when it comes to scheduling rehearsals… yeah. It can feel like playing Tetris on expert mode.

Over the years, I’ve developed some go-to strategies that let me honor student availability and still get the show on its feet without chaos. Here’s how I make it work:

1. Start with a Clear Rehearsal Window

At the beginning of the process, I set a rehearsal window—days of the week and general timeframes that rehearsals might happen. Example:

“Rehearsals will run Monday–Thursday from 3:30 to 5:30. Not every student will be called every day.”

This gives students and families the framework they need to plan around rehearsals, even before I know the exact dates.

2. Collect Conflicts Up Front—And I Mean All of Them

Before auditions, I ask for a detailed list of conflicts from each cast member. They are to list these conflicts on their audition form. I encourage parents to help with this step so that the students don't miss anything on the family calendar. I usually use a Google Form that asks for:

• Weekly standing conflicts (sports, jobs, etc.)

• One-time conflicts (doctor’s appointments, trips)

• Level of flexibility (Can you miss practice once a week? Are you a captain who absolutely must attend every game?)

Then, I build the first half of my rehearsal schedule around those conflicts.

Pro tip 1: I put a hard deadline on conflict submissions. After that point, I consider it locked.

Pro Tip 2: During auditions and callbacks, I have my student stage management team consolidate all the conflicts onto one Google document that is linked to the rehearsal calendar so it is super easy to see when I'm making the actual schedule.

Check out my Editable Audition Forms on TPT here!

3. Rehearse in Scenes Based on Characters, Not Chronologically

Especially early on, I avoid “full cast every day” rehearsals. Instead, I break the show into small scene groups—and only call the students I need for that section.

This lets students keep their other commitments and avoids wasting anyone’s time sitting around in rehearsal not being used.

Example:
“On Tuesday, we’re blocking Act I, Scene 2. Only Characters A, B, and D are called.”

Bonus: It teaches students to come prepared and sharp when it is their day.

Check out my Rehearsal Schedule Templates on TPT for help with the rehearsal scheduling process.

4. Post Weekly Rehearsal Schedules (And Stick to Them)

I try to give the cast and parents a Full Tentative Rehearsal Schedule at the beginning of the rehearsal process. That way families can plan ahead. This schedule includes about one TBD a week that families are asked to keep open.

Then, based on how rehearsals are going, I fill in those TBDs to rehearse the most needed parts of the show. I then send out weekly updated rehearsal schedules. I try to fill in the TBDs at least a week in advance.

I make it:

• Digital and Physical (Google Doc or Google Classroom post + hand out printed copies)

• Clear (dates, times, who is called)

• Final (barring emergencies)

Consistency here builds trust and helps students and families plan ahead.

5. Protect Tech Week—That’s Sacred Ground

While I allow a lot of flexibility during the regular rehearsal period, tech week is non-negotiable.

I give parents and students those dates before auditions and tell them they must be fully available during tech and show nights. Period.

This lets me be generous earlier—because I’m firm when it matters most.

6. Build a Culture of Communication

I remind students that part of being in theater is communicating is key.

If something comes up, they need to:

• Tell me as soon as possible

• Check if it’s truly unavoidable

• Offer solutions when possible (e.g., can we swap with someone?)

By setting that tone, you shift the mindset from “I’m so busy” to “How can I make this work?”

Final Thoughts

Scheduling rehearsals for busy, involved students isn’t easy—but it is possible with clear systems and a lot of communication.

At the end of the day, my goal is to make theater accessible—to let students do it all without burning out or feeling punished for being multi-talented. And it’s worked! We run efficient, focused rehearsals—and students know they can succeed on stage and in all the other parts of their lives.

Want a Copy of My Rehearsal Planning Tools?

Check out my Audition and Rehearsal Resource Bundle on TPT! It includes:

• Conflict form templates

• Sample rehearsal schedules

• Scene breakdown templates

• Communication guides for cast and parents

Let me help take the stress off your plate so you can focus on directing.

Happy planning, and break a leg!

Bonus: If you'd like help planning for your classroom and productions, feel free to download my free Drama Teacher Toolkit! Also, check out my on TPT! It's your go to resource for an organized production!