How to organise an open stage without last-minute chaos

An open stage needs more coordination than a standard event because every performer brings different timing, equipment and technical requirements. Start by securing the venue and checking permits, then open registration with a clear performance format and deadline. Once acts are confirmed, build the running order around setup time, soundchecks and changeovers. Keep the audience experience simple with clear venue information, printed programmes, an organised check-in point and refreshments ready before doors open.

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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
Reserve venue
2
Check permits
3
Create a registration form
4
Open registration
5
Send invitations
2 people
6
Publish venue information
7
Process registrations
8
Confirm performances
9
Collect dietary requirements
10
Gather technical requirements
11
Gather music files
12
Compile program
2 people
13
Schedule performances
14
Book host
15
Assign volunteers
16
Reserve equipment
17
Book catering
18
Check first aid kit
19
Create a contact list
20
Print audience information
21
Print the program
22
Check supplies
2 people
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Prepare snacks
3 people

Event

26
Open venue
2 people
27
Check lighting and heating
2 people
28
Clear the stage area
3 people
29
Install stage backdrop
2 people
30
Set up the sound system
3 people
31
Connect microphones
2 people
32
Set up lighting
2 people
33
Set up tables and chairs
4 people
34
Set up the check-in desk
2 people
35
Set up the catering table
3 people
36
Hang up decorations
2 people
37
Staff the registration desk
2 people
38
Welcome performers
2 people
39
Check in performances
40
Test sound system
3 people
41
Test microphones
2 people
42
Prepare program
43
Welcome the audience
3 people
44
Present Program
45
Assist performers
2 people
46
Announce performances
47
Operate equipment
2 people
48
Serve snacks
3 people
49
Serve drinks
2 people
50
Refill drinks
2 people
51
Collect used glasses
2 people
52
Empty trash bins
53
Guide the audience to the exit
2 people

Aftercare

54
Turn off the sound system
2 people
55
Dismantle equipment
3 people
56
Remove decorations
2 people
57
Clear tables and chairs
4 people
58
Wash dishes
3 people
59
Clean the catering table
2 people
60
Sweep and mop the floor
3 people
61
Clean the restrooms
2 people
62
Collect waste
2 people
63
Lock up the venue
2 people
64
Return equipment
2 people
65
Clear away unused groceries
66
Return borrowed materials
2 people

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Check-in desk
Catering tablesqty 2
Clothes racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Speaker cablesqty 4
Audio cablesqty 8
Power stripsqty 8
Extension cordsqty 8
Music player

Lighting

Stage spotlightsqty 4
Light standsqty 2
Mood lightingqty 4
Cable matsqty 6

Decorations

Stage backdrop
Stage drapesqty 2
Buntingqty 8
Menu Card Holdersqty 6

Tableware

Reusable drinking glassesqty 100
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Serving jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 2
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 6
Thermos flasksqty 4
Cooling matsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set a firm registration deadline at least 10 to 14 days before the event. Ask for each performer’s act length, music files, dietary requirements and technical needs so you can confirm the programme without chasing missing details.
Build the running order around changeovers, not just performance length. Allow roughly 5 to 10 minutes between acts, and place acts needing microphones, DI boxes or music playback where the mixer and cables can be changed efficiently.
Schedule a technical check before doors open, with enough time to test the active speakers, mixer, wireless microphones, microphone stands, DI boxes and music player. Tape down or cover cable routes before the audience arrives.
Assign volunteers to specific jobs rather than asking for general help. One person should manage performer check-in, another should guide acts backstage, and another should watch the entrance and audience information throughout the programme.
Prepare refreshments before the first audience members arrive. Chill drinks, set out reusable glasses, coffee cups, plates and cutlery, and keep snacks on serving trays; a separate check-in desk prevents the catering area from becoming the queue for the show.

Frequently asked questions

How far in advance should I organise an open stage?: Start at least 6 to 8 weeks before the event. Use the first two weeks to secure the venue and check permits, then leave 10 to 14 days before the event to confirm performers, collect technical details and publish the final programme.
How long should each open stage performance be?: Set a standard slot of 5 to 10 minutes per performer, depending on the number of acts. Add 5 to 10 minutes for changeovers, so a programme with 12 performers usually needs around 2 to 4 hours including transitions.
When should I collect performers’ technical requirements?: Collect them on the registration form and confirm them no later than 2 weeks before the event. Ask for microphone needs, playback files, instruments, DI boxes and power requirements, then test any music files before the day itself.
How many volunteers do I need for an open stage?: Plan for at least 3 volunteers for a small event: one for check-in, one for performer flow and one for audience support. Add one person responsible for sound if the host or venue team is not operating the mixer during the programme.

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.