How to organise an open stage without last-minute chaos

An open stage works best when performer registrations, the running order and the technical setup are handled in that order. Start by confirming the date and venue, then recruit performers and collect the details needed for each act. Build a provisional schedule before publishing the programme, leaving time for changeovers and a soundcheck. On the day, keep one person responsible for the stage, one for the host and one for performer check-in.

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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
Open the registration form
3
Send invitations
2 people
4
Recruit performers
2 people
5
Process registrations
6
Tentatively schedule performances
2 people
7
Collect dietary requirements
8
Make reservations
9
Check permits
10
Coordinate technical setup
2 people
11
Confirm host
12
Assign volunteers
2 people
13
Finalize the performance schedule
2 people
14
Publish the program
15
Send performer information
16
Check the shopping list
17
Do the shopping
2 people
18
Collect materials
2 people
19
Check groceries
2 people
20
Chill drinks
2 people
21
Print the program and run sheet

Event

22
Clear the stage area
3 people
23
Set up the stage
4 people
24
Set up the sound system
3 people
25
Set up lighting
2 people
26
Set up the hall and audience
4 people
27
Set up the catering table
2 people
28
Hang up decorations
2 people
29
Set up the information table
30
Register artists
2 people
31
Test the equipment
3 people
32
Set sound levels
2 people
33
Quickly soundcheck the performances
3 people
34
Welcome the audience
3 people
35
Distribute program
2 people
36
Give the opening speech
37
Guide the performances
3 people
38
Swap performers
2 people
39
Refill drinks
2 people
40
Serve snacks
2 people
41
Empty trash bins
2 people
42
Check toilets
43
Guide the audience out on departure
2 people
44
Make the final announcement

Aftercare

45
Turn off the sound system
2 people
46
Collect tableware
3 people
47
Dismantle the stage and hall
4 people
48
Sort and remove waste
2 people
49
Wash dishes
2 people
50
Clean the venue
3 people
51
Return materials
2 people
52
Empty and clean coolers
2 people
53
Store usable stock
54
Collect lost and found items

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Chairsqty 110
Tablesqty 8
Stoolsqty 6
Coat racksqty 2

Equipment

Active speakersqty 2
Mixing console
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music player
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6

Lighting

Stage spotlightsqty 4
Mood lightingqty 4
Cable matsqty 6

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 8
Serving spoonsqty 8

Decorations

Stage drapesqty 3
Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 4
Name badgesqty 30
Program standsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2

Safety

First aid kit
Fire extinguishersqty 2

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the event. Ask for the performer’s name, act length, technical requirements and dietary requirements in the same form, so you can create a workable running order without chasing details later.
Allow 10 to 15 minutes for every performer changeover, even when acts are short. A microphone, DI box or music player may need to be swapped, and the published schedule should include those gaps rather than hiding them.
Complete the technical plan at least 3 days beforehand. Check the active speakers, mixing console, microphones, stands, DI boxes, audio cables, extension cords and power strips together; discovering one missing cable during setup can delay the entire programme.
Schedule the soundcheck before doors open, with a separate slot for each act that needs more than a microphone. Mark performers who bring instruments or backing tracks clearly on the run sheet and send them their arrival time in advance.
Prepare drinks, cups, coffee equipment and serving items before the first audience members arrive. Chill drinks several hours beforehand, and assign a volunteer to refreshments so the host or stage manager is not pulled away during performances.

Frequently asked questions

How far in advance should I organise an open stage?: Start at least 4 to 6 weeks before the event. Confirm the venue and permits first, open registrations next, and close performer sign-ups around 10 days before the open stage so there is time to build and publish the programme.
How long should each open stage performance be?: Set a clear limit when performers register, such as 5 to 10 minutes per act. Add another 10 to 15 minutes between acts for introductions, equipment changes and unexpected delays.
When should I publish the open stage programme?: Publish the final programme 3 to 5 days before the event, after the performance schedule and technical requirements are confirmed. Send performers their individual arrival and soundcheck times at the same time.
How early should the stage and sound system be set up?: Begin physical setup at least 3 hours before the audience arrives. Reserve the final 60 to 90 minutes for soundcheck, lighting checks, cable safety and fixing problems before doors open.

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.