How to organize an open stage without last-minute chaos

Start by fixing the date and venue, then open performer registration before inviting the audience. The program, technical needs, food requirements, equipment and volunteer roles all depend on the responses you receive. Build in time to confirm every performance and test the sound system, microphones and stage lighting before doors open. On the day itself, follow a printed run sheet so performers, crew and volunteers know exactly what happens next.

Organize this event for free with Lizzt

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
Publish registration form
3
Send invitations
2 people
4
Register performances
5
Process registrations
2 people
6
Collect dietary requirements
7
Compile program
2 people
8
Confirm performances
2 people
9
Gather technical requirements
2 people
10
Make reservations
11
Print the run sheet
12
Confirm performance times
13
Assign volunteers
2 people
14
Send audience information
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Test equipment
2 people
18
Fill coolers
2 people
19
Prepare snacks
3 people
20
Print program boards

Event

21
Open venue
2 people
22
Check deliveries
2 people
23
Set up tables
4 people
24
Set up chairs
4 people
25
Set up stage
4 people
26
Connect sound equipment
3 people
27
Set up microphones
2 people
28
Connect lighting
2 people
29
Perform the technical sound check
3 people
30
Have the acts do a sound check
3 people
31
Set up backstage
2 people
32
Set up catering
3 people
33
Set up registration desk
2 people
34
Hang up the program
2 people
35
Give instructions to volunteers
2 people
36
Receive participants
3 people
37
Register the audience
3 people
38
Take coats and bags
2 people
39
Give the opening speech
40
Announce performances
41
Coordinate stage changes
2 people
42
Operate sound system
2 people
43
Operate lighting
44
Guide the performances
2 people
45
Serve drinks
3 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Collect tableware
2 people
49
Check public area
2 people
50
Check toilets
51
Announce break
52
Restock break buffet
2 people
53
Guide the audience to the exit
2 people
54
Wrap up the final performance
2 people

Aftercare

55
Turn off the sound equipment
2 people
56
Pack food items
2 people
57
Collect waste
3 people
58
Dismantle tables and chairs
4 people
59
Tear down stage
4 people
60
Remove decorations
2 people
61
Wash dishes
3 people
62
Clean the venue
4 people
63
Pack up equipment
3 people
64
Collect lost and found items
65
Store stock chilled
2 people
66
Return materials
2 people
67
Clear away remaining stock
2 people
68
Archive photos and files
69
Send thank-you message
70
Collect outstanding invoices
71
Report damaged materials

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
High tablesqty 6
Tablesqty 8
Chairsqty 100
Coat racksqty 4
Dressing room tablesqty 2
Changing room chairsqty 12

Equipment

Active speakersqty 2
Mixing table
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Monitor speakersqty 2
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Laptop
Spare batteriesqty 12
Toolbox
Gaffer tapeqty 4
Cable traysqty 10
Spare fusesqty 6

Lighting

LED stage lightsqty 4
Lighting standsqty 2
Mood lightingqty 4

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Pitchersqty 6

Kitchen

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

Decorations

Program boardsqty 4
Directional signsqty 6
Tableclothsqty 12
Buntingqty 8
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 6
Cable tiesqty 100
Stage backdrop
Name badgesqty 120
Markersqty 12
A4 paperqty 2
Pensqty 20
Clipboardqty 4
Table numbersqty 12

Catering

Groceries
Drink dispensersqty 4
Cooler cratesqty 6
Serving bowlsqty 16
Bread basketsqty 8
Coffee filtersqty 100
Drink cratesqty 10

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Trash binsqty 8
Rubber glovesqty 6

Tips

Close performer registration early enough to build a realistic program. Once you know the number of acts, confirm each performance time and leave a short changeover slot between acts.
Ask every performer for technical requirements during registration, not at the venue. Record whether they need a microphone, DI box, monitor speaker, laptop connection or other audio support.
Test the complete signal chain before the audience arrives: microphones, mixing table, active speakers, monitor speakers, cables and power strips. Keep spare batteries and extension cords ready at the control position.
Set up the stage, steps, chairs, tables and changing area before performers arrive. A clearly marked waiting or dressing space prevents people from searching for a place while the previous act is still performing.
Prepare hospitality after the program is stable. Check dietary requirements, shop for snacks and drinks, fill the coolers, and set out reusable glasses, coffee cups, plates and cutlery before opening the venue.

Frequently asked questions

How far in advance should I open registration for an open stage?: Open performer registration at least 4 to 6 weeks before the event. Close it 7 to 10 days before the open stage so you have time to compile the program, confirm acts and check technical requirements.
How much time should I allow between open stage performances?: Allow 5 to 10 minutes between most acts for introductions, equipment changes and microphone adjustments. Add more time for performers using a laptop, DI box, several microphones or a larger setup.
When should I test the sound equipment for an open stage?: Complete a full sound check at least 2 hours before the doors open. Test every microphone, cable, monitor speaker, active speaker and input, then keep 30 minutes free for solving unexpected problems.
How many volunteers are needed for an open stage?: Plan for at least 3 volunteers for a small open stage: one at the door, one coordinating performers and one helping with room or hospitality tasks. Add a dedicated sound operator when the program includes amplified performances.

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.