How to organise an open stage

Start by fixing the date, venue and format before inviting performers. Decide how many acts fit, how long each slot lasts and whether you need breaks, then collect registrations with technical and dietary requirements. Confirm the running order early and give every performer a clear arrival and soundcheck time. On the day, leave enough time to build the stage, test the microphones and speakers, set the lighting and print the final run sheet.

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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 program format
2 people
3
Create a registration form
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Confirm performances and times
2 people
8
Make reservations
9
Assign performances
2 people
10
Print the run sheet
11
Send artist information
12
Gather technical requirements
13
Prepare presentation texts
14
Check the spectator route
2 people
15
Check the shopping list
16
Do the shopping
2 people
17
Collect equipment
2 people
18
Chill drinks
2 people
19
Print the program and signage

Event

20
Open venue
2 people
21
Mark off the stage area
2 people
22
Build stage sections
4 people
23
Set up tables and chairs
4 people
24
Set up the sound system
3 people
25
Set up lighting
2 people
26
Set up bar and serving station
3 people
27
Set up backstage
2 people
28
Hang up decorations
2 people
29
Hang up the program
30
Set up coffee and tea station
2 people
31
Set out snacks
2 people
32
Perform a technical line check
3 people
33
Test microphones
2 people
34
Welcome performers
2 people
35
Register performers
36
Soundcheck performances
3 people
37
Prepare the public entrance
2 people
38
Open the doors
3 people
39
Welcome visitors
3 people
40
Distribute program
2 people
41
Give the opening speech
42
Announce performances
43
Guide the performances
2 people
44
Carry out stage changes
3 people
45
Adjust sound level
2 people
46
Operate light settings
47
Open bar
3 people
48
Serve drinks
3 people
49
Serve coffee and tea
2 people
50
Serve snacks
2 people
51
Refill drinks
2 people
52
Collect tableware
2 people
53
Empty trash bins
2 people
54
Check toilets
55
Escort artists backstage
56
Answer audience questions
2 people
57
Announce the break program
58
Wrap up the evening program
59
See visitors out
2 people

Aftercare

60
Switch off equipment
2 people
61
Take down the sound system
3 people
62
Dismantle lighting
2 people
63
Remove decorations
2 people
64
Put furniture back
4 people
65
Wash dishes
3 people
66
Clearing the bar
3 people
67
Sort and remove waste
3 people
68
Clean the venue
4 people
69
Check borrowed items
2 people
70
Return equipment
2 people
71
Store leftover stock
2 people
72
Collect 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
Chairsqty 90
Tablesqty 10
Bar stoolsqty 4
Dressing room racksqty 2
Coat racksqty 2
Bollardsqty 8

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Monitor speaker
Laptop
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 12
Gaffer tapeqty 6

Lighting

LED stage lightsqty 6
Light standsqty 2
Atmosphere lightsqty 8
Light cablesqty 8

Tableware

Drinking glassesqty 120
Coffee cupsqty 60
Platesqty 100
Cake platesqty 100
Forksqty 100
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Bottle openersqty 3

Decorations

Stage backdrop
Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 10
Name badgesqty 100
Pensqty 20
Sticky tackqty 4

Cleaning

Waste binsqty 8
Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Towelsqty 12

Safety

First aid kit
Fire extinguisherqty 2
Emergency exit arrowsqty 10
Non-slip matsqty 6

Catering

Groceries

Tips

Set a firm registration deadline at least 2 weeks before the event. Use the form to collect the act type, number of performers, preferred equipment, song or presentation details and any dietary requirements.
Build the running order around changeover time, not just performance length. Allow about 5 minutes between acts, then send each performer their slot and arrival time at least 7 days beforehand.
Schedule the technical setup before doors open. A soundcheck with the mixing console, active speakers, monitor speaker, microphones and DI boxes should finish at least 60 minutes before the first act.
Keep cables out of the spectator route. Use cable trays, extension cords and gaffer tape, and check every power strip before the audience enters; loose cables are one of the easiest open-stage problems to miss.
Print more than the programme: prepare a large run sheet for the crew, performer information for the backstage area and clear signs for the entrance, stage route, toilets and refreshments. Chill drinks and set out glasses, cups and plates before opening the venue.

Frequently asked questions

How far in advance should I organise an open stage?: Start at least 6 weeks before the event. Fix the date and venue first, open registrations for 2 to 3 weeks, and use the final 2 weeks to confirm acts, technical needs, timings and refreshments.
How long should each open stage performance be?: Allow 5 to 10 minutes per act, depending on the format, and add about 5 minutes for each changeover. For a 2-hour programme, plan roughly 10 to 15 acts rather than filling every minute with performances.
When should performers arrive for an open stage?: Give performers an arrival time at least 60 minutes before the doors open if they need a soundcheck. Group simple acts into one check-in block, but schedule bands or acts with DI boxes, multiple microphones or special lighting separately.
What equipment do I need for an open stage?: Plan for active speakers, a mixing console, microphones and stands, monitor speakers, DI boxes, audio cables, power strips and extension cords. Add stage sections, lighting and cable protection, and confirm every performer’s requirements before buying or borrowing equipment.

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.