How to organise an open stage from first booking to final act

An open stage works best when performers know exactly when to arrive, what equipment is available and how long they have on stage. Start by securing the date and venue, then build the programme around confirmed acts rather than hopeful registrations. Technical checks, the performance order and short presenter notes need to be finished before guests arrive. Leave time for dietary information, name badges, refreshments and a proper sound check so the event does not stall between acts.

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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
Make reservations
3
Check permits
4
Compile program
2 people
5
Contact performers
2 people
6
Create a registration form
7
Send invitations
2 people
8
Promote the open stage
2 people
9
Process registrations
10
Collect dietary requirements
11
Confirm performers
12
Print the run sheet
13
Create the performance order
2 people
14
Write presentation texts
15
Gather technical requirements
16
Test equipment
2 people
17
Check power outlets
18
Create floor plan
19
Assign volunteers
20
Send artist information
21
Check the shopping list
2 people
22
Do the shopping
2 people
23
Fill coolers
2 people
24
Prepare snacks
3 people
25
Make name badges
2 people
26
Print programs
27
Lay out cash
28
Open venue
2 people
29
Set up stage sections
4 people
30
Set up tables
3 people
31
Set out chairs
4 people
32
Connect the sound system
3 people
33
Connect the lighting system
2 people
34
Hang decorations
3 people
35
Set up catering
3 people
36
Soundcheck the equipment
3 people
37
Welcome performers
2 people
38
Review performances
3 people
39
Check public area
2 people

Event

40
Open the doors
3 people
41
Register visitors
2 people
42
Distribute program
2 people
43
Check in the performers
44
Give the opening speech
45
Guide the performances
2 people
46
Coordinate stage changes
3 people
47
Play music between performances
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Collect tableware
2 people
51
Empty trash bins
2 people
52
Announce break
53
Moderate audience questions
54
Announce the final act
55
Deliver the closing remarks
56
Guide visitors to the exit
2 people

Aftercare

57
Turn off the sound equipment
2 people
58
Remove decorations
3 people
59
Dismantle furniture
4 people
60
Wash dishes
3 people
61
Clean the venue
4 people
62
Take out the trash
2 people
63
Return borrowed items
2 people
64
Clear away leftover stock
2 people
65
Register lost and found items

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
Tablesqty 8
Chairsqty 80
Stoolsqty 4
Clothes racksqty 2
Coat hangersqty 80
Bollardsqty 6

Equipment

Mixer
Speakersqty 2
Monitor speaker
Wireless microphonesqty 3
Microphone standsqty 3
DI boxqty 2
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Laptop
Music player
Spare batteriesqty 12

Lighting

Stage spotlightsqty 4
Light standsqty 2
Atmosphere lightsqty 8
Light cablesqty 6

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Announcement board
Program standsqty 3
Tableclothsqty 8

Tableware

Reusable cupsqty 120
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 3
Water jugsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 6
Storage binsqty 12
Bottle openersqty 3
Tea towelsqty 12

Catering

Groceries

Paper goods

Program leafletsqty 100
Name badgesqty 40
Registration formsqty 100
Pensqty 20
Tapeqty 6
Sticky notesqty 4
Markersqty 8
Printer paperqty 2

Cleaning

Floor squeegeesqty 2
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Rubber glovesqty 8

Safety

First aid kit
Flashlightsqty 3
Cable matsqty 8
Non-slip matsqty 4
Fire extinguisher

Tools

Screwdriversqty 2
Allen key set
Hammer
Cable tiesqty 200
Gaffer tapeqty 6
Measuring tape

Waste

Waste binsqty 8
Paper binsqty 3
Cratesqty 12

Clothing

Volunteer vestsqty 12
Artist wristbandsqty 50

Transport

Transport cartsqty 2
Storage boxesqty 10

Tips

Set a registration deadline at least 7 days before the open stage. Ask each performer for their act length, number of people, microphone needs and any music or DI box requirements.
Create the performance order after registrations close, allowing 5 minutes between acts for changeovers. Put complex setups earlier than acts that only need a microphone.
Test the mixer, speakers, monitor speaker, wireless microphones, DI box and laptop before doors open. Check every power outlet and keep spare batteries and extension cords with the technical team.
Print the run sheet and presenter texts in two copies: one for the host and one for the stage manager. Include arrival times, act lengths, technical notes and the names of volunteers assigned to each task.
Prepare the audience area and backstage flow before performers arrive. Mark the stage steps, place chairs and tables, set up coat hangers, and fill coolers and snacks at least 60 minutes before opening.

Frequently asked questions

How far in advance should I organise an open stage?: Start planning 6 to 8 weeks before the event. Confirm the date, venue, permits and reservations first, then open performer registration and begin promotion.
How long should each open stage performance be?: Allow 5 to 10 minutes per act, depending on the format, plus about 5 minutes for changeover. Use the registration form to set a maximum time and publish it before performers sign up.
When should I make the open stage running order?: Create the final performance order as soon as registrations close, ideally 7 days before the event. Send each performer their arrival time and technical information, then print the final run sheet on the day.
How early should performers arrive for an open stage?: Ask performers to arrive 60 minutes before the first act if they need sound checks. Simple acts can arrive 30 minutes early, but everyone should check in before the programme begins.

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