Open Mic Night Checklist

An open mic night depends on timing as much as talent. This checklist takes you from choosing the date and collecting registrations to printing the running order, setting up the room, and testing every microphone. Plan the performer schedule before promoting the event, then leave enough time on the day for sound, lighting, seating, drinks, and last-minute changes. It also covers the small jobs that are easy to overlook, such as spare batteries, dietary requirements, cable safety, and presentation notes.

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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

Set the date and program
2 people
Reserve a room
Reserve audio equipment
Create the registration form
Send invitations
2 people
Publish open mic promotion
Process registrations
Collect dietary requirements
Confirm performances and times
Print the performance list
Print the audience list
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Set out non-perishable groceries
Gather Performance Materials
2 people
Prepare presentation texts

Event

Open venue
2 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Set up the sound system
3 people
Connect microphones
2 people
Perform sound check
2 people
Test the lighting
2 people
Hang up decorations
2 people
Set up the catering table
2 people
Prepare snacks
3 people
Lay out program cards
Welcome performers
2 people
Prepare performances technically
2 people
Handle check-in and registration
3 people
Welcome and explain the house rules
Present performances
Serve break snacks
2 people
Refill drinks
2 people
Handling audience questions and requests
Announce the final act
Arrange farewell and thank-you
2 people

Aftercare

Turn off the sound equipment
2 people
Collect tableware and glassware
2 people
Store leftovers in the fridge
2 people
Collect waste
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Dismantle Sound Equipment
3 people
Inventory materials
2 people
Return borrowed equipment
2 people
Keep lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Bar stoolsqty 4
Clothing rack
Folding table for registration

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
DI box
Laptop
Laptop stand
Music standsqty 3
Spare batteriesqty 8
Instrument cablesqty 4
XLR cablesqty 6
Audio cablesqty 4
Extension cordsqty 6
Power stripsqty 4
Cable traysqty 6
Gaffer tapeqty 3

Lighting

LED spotlightsqty 4
Atmosphere lightsqty 6

Tableware

Reusable glassesqty 80
Coffee cupsqty 30
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 3
Serving plattersqty 8
Scissorsqty 2

Decorations

Stage backdrop
Light Stripsqty 4
Decorative table runnersqty 8
Chalkboardsqty 3

Cleaning

Vacuum cleaner
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Close registrations early enough to confirm every act and build a realistic running order. Leave a few minutes between performances for equipment changes, introductions, and unexpected delays.
Schedule the sound check before guests arrive, with time to test each microphone, the mixer, speakers, DI box, instrument cables, and the laptop. Keep spare batteries and backup cables within reach.
Set up the stage area before arranging the audience seating. Place microphone stands, music stands, and cables so performers can move safely without crossing loose leads.
Prepare the printed performance list and audience list on the same day you confirm registrations. Keep one copy at registration, one near the stage, and one with the host.
Handle refreshments before doors open: chill the drinks, set out non-perishable food, and prepare coffee and hot water. Collect dietary requirements during registration rather than trying to check them at the event.

Frequently asked questions

How far in advance should I plan an open mic night?: Set the date and reserve the room at least 6 to 8 weeks ahead. Open registrations and promotion around 4 weeks before the event, then confirm the final performance schedule 7 to 10 days beforehand.
How long should an open mic performance slot be?: Allow 5 to 10 minutes per performer, including setup and applause. Add a 10-minute buffer after every 4 to 5 acts so small delays do not push the whole programme back.
When should I do the sound check for an open mic night?: Finish the full sound check at least 60 minutes before doors open. Test every microphone and input with the equipment that will actually be used, then leave 15 minutes for final adjustments.
How many drinks should I provide for an open mic night?: Plan on 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add non-alcoholic options for every guest and keep water available throughout the programme.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.