Open Mic Night Checklist

An open mic night needs more than a microphone and a sign-up sheet. You need a clear performance order, enough time for sound checks, and a room that can switch smoothly between audience seating, refreshments, and the stage. This checklist covers the planning sequence, from booking the venue and opening registrations to preparing drinks, connecting the sound system, and welcoming performers. Use it to spot the details that are easiest to leave until the last hour.

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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

Reserve venue
Confirm event date
Send invitations
2 people
Open registrations
Recruit performers
2 people
Process registrations
2 people
Collect dietary requirements
Confirm performances
2 people
Organize the schedule
2 people
Share the performance order
Assign volunteers
2 people
Request technical requirements
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Print the program
Prepare snacks
3 people
Chill drinks
2 people
Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Clear the stage area
2 people
Connect the sound system
2 people
Set up lighting
2 people
Hang decorations
2 people
Set up the catering table
2 people
Set up artist registration
Test microphones
2 people
Perform sound check
3 people

Event

Welcome artists
2 people
Welcome visitors
2 people
Distribute program
2 people
Give the opening speech
Announce performances
Swap microphones
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Announce break
Handle the closing
See visitors out
2 people

Aftercare

Turn off the sound equipment
2 people
Remove decorations
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Check materials
2 people
Return equipment
2 people
Return borrowed items
2 people
Keep lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 70
Bar stoolsqty 4
Clothing rack

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxqty 2
XLR cablesqty 6
Jack cablesqty 6
Power stripsqty 6
Extension cordsqty 6
Laptop
Music standsqty 4

Lighting

LED spotlightsqty 4
Mood lightingqty 3
Batteriesqty 16

Tableware

Glassesqty 80
Coffee cupsqty 50
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 60
Small bowlsqty 12

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Knivesqty 4
Serving spoonsqty 6
Pliersqty 4
Bottle openersqty 3

Decorations

Tableclothsqty 6
Stage backdrop
Directional signsqty 4
Program holdersqty 6

Cleaning

Waste binsqty 5
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Close performer registrations early enough to build a realistic running order. Confirm each act, its approximate length, and any technical needs before you publish the schedule.
Allow setup time for the mixer, active speakers, microphones, stands, DI box, cables, power strips, and extension cords. Test every input before performers arrive, not while the audience is waiting.
Keep the stage area clear and place chairs so sightlines remain open. Bar stools and music stands are useful only when they do not block cables, exits, or the audience’s view.
Prepare drinks and snacks before doors open. Chill drinks in coolers, fill thermos flasks, and set out glasses, cups, plates, and small bowls so volunteers are not serving and troubleshooting at the same time.
Print the program and share the performance order before the event. Keep one copy for the host, one near the stage, and one at the welcome or registration point so changes can be communicated quickly.

Frequently asked questions

How far in advance should I plan an open mic night?: Start booking the venue and confirming the date at least 6 to 8 weeks ahead. Open registrations and recruit performers early enough to leave 1 to 2 weeks for confirming acts and finalising the running order.
How many performers should an open mic night have?: Plan the number of acts from the available stage time, not just the room capacity. For a 2-hour programme, allow roughly 8 to 12 minutes per performer, including changeovers, which gives space for about 10 to 14 acts.
How much time do I need to set up an open mic sound system?: Allow at least 2 hours for tables, chairs, stage clearance, speakers, mixer, microphones, lighting, and cable checks. Add another 30 to 60 minutes if performers need individual sound checks or bring instruments requiring a DI box.
How many drinks should I prepare for an open mic night?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person for each additional hour. Add coffee, tea, water, and a small amount of extra stock so you are not short during a late finish.

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