Open Mic Night Checklist

An open mic night runs smoothly when performers, sound, and audience logistics are fixed before the doors open. Confirm the venue and date first, then collect registrations, dietary requirements, and performance details. Build the running order early enough to print it and share it with the sound team. On the day, allow time for room setup, a full microphone and speaker check, chilled drinks, and a clear welcome point.

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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

Confirm location and date
Send invitations
Process registrations
Collect dietary requirements
Confirm performances
Set the performance order
Check reservations
Gather music files
Reserve sound system
Assign volunteers
Print the program
Do the shopping
2 people
Gather equipment
2 people
Charge batteries and devices
Open venue
2 people
Check escape routes
2 people
Set out the room layout
2 people
Set up tables and chairs
3 people
Set up the play area
2 people
Connect sound equipment
2 people
Hang lighting
2 people
Hang decorations
2 people
Set up the drink station
2 people
Set out snacks
2 people
Chill drinks
2 people
Set up the registration table
Test the microphones and instruments
2 people
Review performances with the artists
2 people

Event

Open the doors and welcome guests
2 people
Register guests
2 people
Guide performers to the stage
Announce performances
Serve drinks
2 people
Refill drinks
Refill snacks
Monitor sound level
Collect used glasses
Wrap up the final performance
See off guests
2 people

Aftercare

Switch off equipment
2 people
Remove decorations
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Return borrowed items
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Bar stoolsqty 4
Clothing rack

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
DI box
Laptop
Music stand
Audio cablesqty 6
Instrument cablesqty 4
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 2

Lighting

LED lightsqty 4
Mood lightingqty 2

Tableware

Glassesqty 70
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Pitcherqty 3

Kitchen

Coolersqty 3
Ice scoop
Bottle openersqty 3
Corkscrewsqty 2

Decorations

Welcome sign
Program standsqty 3
Tableclothsqty 6

Cleaning

Broomsqty 2
Floor squeegeesqty 2
Bucketsqty 2
Mopsqty 2
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Set a registration deadline at least 5–7 days before the event. Use the final list to confirm each performance, collect dietary requirements, and create a running order with realistic changeover time.
Schedule soundcheck at least 90 minutes before doors open. Test both wireless microphones, the mixer, active speakers, DI box, laptop, music files, and every cable before the audience arrives.
Print the program in advance and place copies at the entrance and on program stands. Keep one spare copy with the host in case the running order changes during the evening.
Assign volunteers to specific jobs rather than asking for general help. One person should handle performer check-in, one should watch the drink station, and one should help with room and equipment issues.
Charge batteries and devices the day before, then bring extension cords, power strips, and gaffer tape. Tape down cables before guests enter and check escape routes again after tables, chairs, and lighting are in place.

Frequently asked questions

How far in advance should I organize an open mic night?: Start planning 4–6 weeks ahead if you need to confirm a venue, sound system, performers, and volunteers. Send invitations and open registrations early, then close registrations 5–7 days before the event.
How long should soundcheck take for an open mic night?: Allow at least 90 minutes for setup and soundcheck, and longer if there are many performers or instruments. Test each microphone, instrument connection, music file, speaker, and monitor at the actual performance position.
How many performers should an open mic night have?: Plan around 8–12 performances for a two-hour program, depending on how long each slot lasts. Leave 5–10 minutes between acts for introductions, instrument changes, and technical adjustments.
When should I chill drinks and set up snacks?: Put drinks in coolers 2–3 hours before doors open so they are cold when guests arrive. Set out snacks shortly before opening, while keeping extra food and serving items ready to replenish the station during the night.

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