How to organise an open stage without losing control of the running order

Start by fixing the date, venue and budget, then build the programme around the time available rather than the number of performers. Open registration early, collect each act’s technical needs and confirm the final line-up before sending detailed information. Most problems happen when sound requirements, changeover times and the host’s role are left until the event day. A clear run sheet, tested equipment and a realistic arrival schedule keep the stage moving.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Set the budget
2 people
3
Create the program schedule
2 people
4
Contact performers
2 people
5
Open the registration form
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Confirm performers definitively
2 people
10
Schedule performances
2 people
11
Book host
12
Assess technical requirements
2 people
13
Make reservations
14
Develop the run sheet
2 people
15
Assign staff
2 people
16
Create floor plan
17
Send artist information
18
Send audience information
19
Order refreshments
2 people
20
Check equipment
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Clean the venue
3 people
25
Set up the stage
4 people
26
Set up the sound system
3 people
27
Install lighting
2 people
28
Set up tables
3 people
29
Set out chairs
3 people
30
Hang decorations
2 people
31
Set up the bar
2 people
32
Set up the buffet
3 people
33
Set up the cloakroom
2 people
34
Set up registration desk
2 people
35
Test the equipment
3 people
36
Check the microphones
2 people
37
Test the music playlist
38
Welcome performers
2 people
39
Prepare the artist area
2 people
40
Soundcheck performances
3 people
41
Give staff briefing
2 people

Event

42
Open the entrance
2 people
43
Register visitors
2 people
44
Manage the cloakroom
2 people
45
Open the presentation
46
Guide the performances
2 people
47
Play music between performances
48
Operate sound during performances
2 people
49
Operate lighting during performances
50
Serve snacks
3 people
51
Serve drinks
2 people
52
Refill drinks
2 people
53
Restock the buffet
2 people
54
Clear tables
2 people
55
Guide audience to seats
2 people
56
Announce the break program
57
Collect audience questions
58
Announce the final
59
Present closing
60
Handle the final round of drinks
2 people
61
See guests out
2 people
62
Manage coat check
2 people

Aftercare

63
Switch off equipment
2 people
64
Store leftovers in the fridge
2 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Clean the bar
2 people
68
Clean the buffet
2 people
69
Clear tables and chairs
4 people
70
Dismantle the stage
4 people
71
Pack audio equipment
3 people
72
Remove decorations
2 people
73
Clean the venue
3 people
74
Sort borrowed items
2 people
75
Return materials
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
Chairsqty 110
Foldable tablesqty 12
Beer tablesqty 4
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 120

Tableware

Drinking glassesqty 150
Wine glassesqty 60
Coffee cupsqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Active speakersqty 2
Stage monitorsqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
XLR cablesqty 8
Jack cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Laptop
Presentation screen
Laptop stand

Lighting

LED stage lightsqty 4
Atmosphere lightsqty 8
String lightsqty 4

Decorations

Backdrop cloth
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 12
Table numbersqty 12
Program postersqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Bottle openersqty 3
Ice bucketqty 2
Measuring cupsqty 2

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Washing-up tubsqty 3

Catering

Groceries

Tips

Set a maximum number of acts before opening registration. Allow time for introductions, applause and changeovers, not just each performance, or the programme will run late from the first hour.
Ask every performer for their microphone, instrument, playback and DI-box needs when they register. Send the final technical list to the sound team at least 7 days before the event.
Schedule a soundcheck and performer arrival window separately from audience doors. Test the mixer, active speakers, stage monitors, wireless microphones, cables and power before guests enter.
Prepare the stage layout before the day starts, including stage steps, microphone stands and cable routes. Mark where chairs, tables and unused equipment should go so changeovers take minutes rather than improvisation.
Give the host a printed run sheet with act names, timings, announcements and contact details. Keep one person responsible for the schedule and update performers immediately if an act cancels.

Frequently asked questions

How far in advance should I organise an open stage?: Start planning at least 6 to 8 weeks before the event. Confirm the venue, budget and host first, then open performer registration early enough to build a balanced programme.
How long should each open stage performance be?: Allow 5 to 10 minutes per act, plus 3 to 5 minutes for changeover. For a two-hour programme, this usually means about 10 to 15 acts, depending on introductions and breaks.
When should performers receive the final open stage schedule?: Send the confirmed running order and arrival instructions at least 7 days beforehand. Include the soundcheck time, stage requirements, performance limit and the person to contact on the day.
How much time do I need for an open stage soundcheck?: Allow at least 60 to 90 minutes for a small programme with different performers. Test the mixer, speakers, monitors and microphones before the audience arrives, and reserve extra time for acts with instruments or playback.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.