Open Mic Night Checklist

An open mic night runs smoothly when the performer list, schedule, and technical setup are settled before guests arrive. Start by confirming the date and venue, then collect registrations and technical requirements early enough to build a realistic running order. On the day, allow time for keys, room inspection, stage clearance, sound, lighting, and refreshments. This checklist covers the planning sequence so small details do not delay the first performance.

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

Confirm date and location
Create the program and schedule
2 people
Create registration form for artists
Send invitations
2 people
Publish open mic call
Process registrations
2 people
Confirm the entertainment program
2 people
Collect dietary requirements
Make reservations
Ask about technical requirements
Finalize the run sheet
2 people
Send artist briefing
Assign volunteers
Test equipment
2 people
Check the shopping list
Do the shopping
2 people
Store chilled products in the fridge
Pick up venue keys
Inspect the space
2 people
Set up tables and chairs
3 people
Clear the stage floor
2 people
Set up the sound system
3 people
Connect microphones
2 people
Connect the lighting
2 people
Perform the technical sound check
3 people
Soundcheck performers
3 people
Set up catering
2 people
Chill drinks
2 people
Set up registration desk
2 people
Hang up the program and signs
2 people

Event

Welcome performers
2 people
Register visitors
2 people
Give the opening speech
Announce performances
Escort artists backstage
Operate sound levels
Operate lighting during performances
Serve snacks
2 people
Refill drinks
2 people
Clear tables during the event
2 people
Guide the audience to the exit
2 people
Give thank-you speech

Aftercare

Turn off the sound system
2 people
Pack leftover catering
2 people
Collect waste
3 people
Wash dishes and glasses
2 people
Clear tables and chairs
3 people
Clean the room
3 people
Pack equipment safely
3 people
Lock up the venue
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Bar stoolsqty 4
Clothes racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
XLR cablesqty 8
Jack cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Laptop
Laptop stand

Lighting

LED stage lightsqty 4
Mood lightingqty 6
Light standsqty 2

Tableware

Water glassesqty 90
Coffee cupsqty 50
Platesqty 90
Cutlery setsqty 90
Serving spoonsqty 6

Kitchen

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

Decorations

Tableclothsqty 8
Stage backdrop
Decorative plantsqty 6
Chalkboardsqty 4
Menu Card Holdersqty 8

Catering

Serving plattersqty 10
Snack bowlsqty 12
Drink dispensersqty 2
Bottle openersqty 3
Corkscrewsqty 2
Groceries

Cleaning

Waste binsqty 6
Mop set
Dustpan and brushqty 2
Cleaning bucketsqty 2

Registration

Registration desk
Name card holdersqty 3
Pensqty 12
Clipboard foldersqty 3

Tips

Close artist registrations before you publish the final programme. Keep a short reserve list, because open mic performers often cancel or change their requirements within the final week.
Ask every artist about microphones, instruments, DI boxes, playback, and power needs when they register. Use those answers to create the running order and avoid discovering missing cables during sound check.
Schedule the technical sound check at least 90 minutes before doors open. Test each microphone, speaker, input, monitor level, lighting position, and laptop connection with the actual equipment.
Collect dietary requirements no later than one week before the event, then buy chilled items close enough to the event that they can be stored safely. Move drinks and other chilled products into the fridge as soon as they arrive.
Assign volunteers specific jobs rather than a general request for help: one person for artist check-in, one for the stage, one for refreshments, and one for timing. Send the artist briefing and final run sheet before event day.

Frequently asked questions

How far in advance should I plan an open mic night?: Confirm the date and venue at least 6 weeks ahead. Open artist registration 3 to 4 weeks before the event, and finalize the programme and running order during the final week.
How long should an open mic performance slot be?: Allow about 5 to 10 minutes per artist, including a quick changeover. For a 2-hour programme, plan around 12 to 18 slots depending on whether you include breaks and longer technical setups.
When should I do the sound check for an open mic night?: Start the full technical sound check at least 90 minutes before doors open. Leave another 15 to 20 minutes afterward for fixing cable, microphone, lighting, or playback problems.
What equipment do I need for an open mic night?: Plan the sound system around active speakers, a mixer, microphones, stands, DI boxes, XLR and jack cables, extension cords, and power strips. Confirm the final list with artists before the event, then test every connection on site.

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.