How to organize an open stage without last-minute chaos

An open stage works best when performer registrations, the running order, and technical planning are handled in that order. Start by confirming the date and venue, then decide how long each performance may last and how many acts you can fit. Collect performer details and dietary requirements through one registration form, and confirm every act before publishing the schedule. In the final week, focus on sound equipment, volunteer roles, printed run sheets, and a realistic setup timeline.

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
Set the program format
2 people
3
Create a registration form
4
Send invitations
2 people
5
Promote the open stage
2 people
6
Process registrations
7
Collect dietary requirements
8
Compile artist list
2 people
9
Confirm performances
2 people
10
Create the performance order
2 people
11
Brief the presenter
2 people
12
Confirm venue booking
13
Reserve audio equipment
14
Order catering
15
Assign volunteers
2 people
16
Print the run sheet
17
Print artist list
18
Do the shopping
2 people
19
Check materials
2 people
20
Remind performers

Event

21
Open venue
2 people
22
Ventilate room
23
Check floor and entrance
2 people
24
Set up tables
3 people
25
Set up chairs
3 people
26
Clear the stage area
2 people
27
Set up stage sections
4 people
28
Set up the sound system
3 people
29
Connect microphones
2 people
30
Set up lighting
2 people
31
Tape down cables securely
2 people
32
Perform sound check
3 people
33
Review the performances technically
3 people
34
Set up the catering table
2 people
35
Chill drinks
2 people
36
Set out coffee and tea
2 people
37
Display snacks
2 people
38
Set up the registration table
2 people
39
Welcome performers
2 people
40
Welcome the audience
3 people
41
Open the program
42
Announce performers
43
Guide the performances
2 people
44
Adjust sound level
45
Prepare the performers
46
Serve drinks
2 people
47
Refill snacks
2 people
48
Refill drinks
49
Refill coffee and tea
50
Collect waste
2 people
51
Check toilets
52
Announce break
53
Announce the closing act
54
See the crowd off
2 people

Aftercare

55
Turn off the sound equipment
2 people
56
Dismantle audio equipment
3 people
57
Dismantle stage sections
4 people
58
Clear away lighting
2 people
59
Clear away chairs and tables
4 people
60
Wash dishes
3 people
61
Clean up catering
2 people
62
Separate waste
2 people
63
Clean the room
3 people
64
Clean the restrooms
2 people
65
Count materials
2 people
66
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 120
Stage sectionsqty 6
Stoolsqty 4
High tablesqty 4
Coat rackqty 2

Equipment

Mixer
Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Laptop
Music standsqty 4

Lighting

LED lampsqty 6
Light standsqty 2
Mood lightingqty 4
Batteriesqty 24

Decorations

Stage curtain
Buntingqty 6
Balloonsqty 100
Balloon pump
Program postersqty 8
Tableclothsqty 8

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Coffee potsqty 3
Teapotsqty 2

Kitchen

Coolersqty 4
Serving plattersqty 12
Serving tongsqty 6
Cutting boardsqty 2
Knivesqty 4
Thermos flasksqty 4
Kettlesqty 2

Cleaning

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

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the event. Ask for the performer’s name, act type, estimated duration, technical needs, and any backing-track requirements in the same form.
Build the performance order only after every act has confirmed. Alternate longer and shorter performances where possible, and leave 5–10 minutes between blocks for changes to microphones, DI boxes, or music stands.
Create a simple technical list for each performer. Check microphones, stands, speakers, mixer, DI boxes, audio cables, extension cords, and power strips before the venue opens rather than during the first act.
Assign volunteers to specific jobs, not general help. One person can manage performer check-in, one can support the presenter, and one can watch the room, refreshments, and door during the performances.
Print the run sheet and artist list on the day before the event, then remind performers 24–48 hours beforehand. Include their arrival time, performance slot, sound-check instructions, and what they need to bring themselves.

Frequently asked questions

How far in advance should I organize an open stage?: Start at least 6 weeks before the event. Confirm the venue and format first, open performer registration soon after, and close registrations around 10 days before the date so you have time to create and confirm the running order.
How long should each open stage performance be?: Allow 5–10 minutes per act for a small open stage, plus changeover time. For a three-hour program, plan roughly 18–24 short acts rather than filling every minute, because microphones, instruments, and backing tracks take time to reset.
When should performers receive the open stage schedule?: Send the confirmed performance order 5–7 days before the event, then send a reminder 24–48 hours before doors open. Repeat the arrival time, slot, technical requirements, and any sound-check instructions in both messages.
What sound equipment do I need for an open stage?: At minimum, plan the mixer, speakers, microphones, microphone stands, audio cables, extension cords, and power strips. Add DI boxes for instruments or laptops that connect directly to the sound system, and test every channel before performers arrive.

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.