How to organize an open stage from first signup to final act

An open stage works best when performers know exactly what to expect and the running order is settled well before the event. Start by booking a suitable hall, then open registrations and collect the information needed for each performance. Once registrations close, build and publish the program, confirm every act, and prepare the room and sound system around it. The tasks and equipment for this plan cover both the performer experience and the practical work behind the scenes.

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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 the venue and hall
2
Send invitations
2 people
3
Open registrations
4
Register performances
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Schedule performances
2 people
8
Publish the program
9
Confirm performances
2 people
10
Make reservations
11
Make a shopping list
2 people
12
Do the shopping
2 people
13
Collect performance details
14
Gather music files
15
Test the equipment
2 people
16
Prepare presentation texts
17
Brief volunteers
2 people
18
Check first aid supplies
19
Check emergency exits
20
Set up the hall
3 people
21
Set up tables
2 people
22
Set up chairs
3 people
23
Clear the stage area
2 people
24
Set up sound equipment
3 people
25
Connect microphones
2 people
26
Set up the instrument corner
2 people
27
Hang lights
2 people
28
Hang decorations
2 people
29
Set up the reception table
2 people
30
Set up the catering table
2 people
31
Chill drinks
2 people
32
Set out coffee and tea
2 people
33
Prepare snacks
3 people
34
Prepare the registration list

Event

35
Welcome performers
2 people
36
Register visitors
2 people
37
Explain the program
38
Announce performances
39
Have performers ready on time
40
Adjust sound level
41
Swap microphones
42
Assist performers
43
Serve snacks
2 people
44
Serve drinks
2 people
45
Refill drinks
2 people
46
Refill coffee and tea
47
Collect waste
2 people
48
Check public area
49
Wrap up the final performance
50
See visitors out
2 people

Aftercare

51
Tear down audio equipment
3 people
52
Put furniture back
3 people
53
Remove decorations
2 people
54
Wash dishes
2 people
55
Clean the room
3 people
56
Clean the restrooms
2 people
57
Dispose of waste
2 people
58
Check stock
59
Collect lost and found items
60
Store equipment safely
2 people
61
Return borrowed items
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Tableclothsqty 8
Clothing rack

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Music player
Extension cordsqty 6
Power stripsqty 5
Gaffer tapeqty 2
Cable traysqty 6
Instrument standsqty 4

Lighting

LED spotlightsqty 4
String lightsqty 3
Light standsqty 2

Tableware

Reusable glassesqty 80
Reusable cupsqty 80
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 30
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Pliersqty 4
Thermos flasksqty 4

Decorations

Stage backdrop
Buntingqty 6
Table décorqty 8

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Set a registration deadline at least 10 to 14 days before the open stage. Ask for the act type, expected duration, technical requirements, music files, and any dietary requirements at the same time.
Build the running order as soon as registrations are processed, leaving 5 to 10 minutes between acts when instruments, music files, or microphones need to change. Send the final program to performers at least 3 days in advance.
Test the mixer, active speakers, microphones, DI boxes, music player, extension cords, and power strips before guests arrive. Run a full sound check with every microphone type and at least one connected instrument.
Clear the stage area and mark cable routes with cable trays or gaffer tape before setting out chairs and tables. Keep emergency exits visible and leave a clear route from the audience to the stage throughout the event.
Brief volunteers before doors open on performer check-in, program timing, refreshments, and first aid supplies. Prepare presentation texts and keep the next two acts ready so pauses do not grow into long gaps.

Frequently asked questions

How far in advance should I organize an open stage?: Book the hall and start inviting performers at least 6 to 8 weeks before the event. Close registrations 10 to 14 days beforehand so you have time to process acts, build the program, and confirm technical needs.
How long should an open stage performance be?: Allow about 5 to 10 minutes per act for a simple format, including setup and changeover. If performers bring instruments or need several microphones, schedule longer slots and avoid filling every minute of the evening.
When should I test the sound equipment for an open stage?: Do a complete equipment test at least 1 day before the event, then repeat a short line check 60 to 90 minutes before doors open. Check microphones, speakers, mixer settings, music files, power connections, and cable safety.
How many performers can fit in an open stage program?: Use the total available program time rather than a fixed number. For a 3-hour event, 15 acts of 8 minutes each already use 2 hours, leaving about 60 minutes for introductions, changeovers, and breaks.

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.