Open stage checklist: organise every detail in the right order

An open stage needs more than a microphone and a signup form. You need a clear programme, confirmed performers, workable changeover times and sound equipment that matches each act. Start by fixing the date, venue and budget, then open registration and collect the information performers and guests need. In the final week, turn everything into a run sheet, assign staff and check the stage, microphones, mixer, cables, seating and refreshments before doors open.

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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 date and location
2 people
Set the budget
2 people
Create the program schedule
2 people
Contact performers
2 people
Open the registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm performers definitively
2 people
Schedule performances
2 people
Book host
Assess technical requirements
2 people
Make reservations
Develop the run sheet
2 people
Assign staff
2 people
Create floor plan
Send artist information
Send audience information
Order refreshments
2 people
Check equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Clean the venue
3 people
Set up the stage
4 people
Set up the sound system
3 people
Install lighting
2 people
Set up tables
3 people
Set out chairs
3 people
Hang decorations
2 people
Set up the bar
2 people
Set up the buffet
3 people
Set up the cloakroom
2 people
Set up registration desk
2 people
Test the equipment
3 people
Check the microphones
2 people
Test the music playlist
Welcome performers
2 people
Prepare the artist area
2 people
Soundcheck performances
3 people
Give staff briefing
2 people

Event

Open the entrance
2 people
Register visitors
2 people
Manage the cloakroom
2 people
Open the presentation
Guide the performances
2 people
Play music between performances
Operate sound during performances
2 people
Operate lighting during performances
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Clear tables
2 people
Guide audience to seats
2 people
Announce the break program
Collect audience questions
Announce the final
Present closing
Handle the final round of drinks
2 people
See guests out
2 people
Manage coat check
2 people

Aftercare

Switch off equipment
2 people
Store leftovers in the fridge
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the bar
2 people
Clean the buffet
2 people
Clear tables and chairs
4 people
Dismantle the stage
4 people
Pack audio equipment
3 people
Remove decorations
2 people
Clean the venue
3 people
Sort borrowed items
2 people
Return materials
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
Chairsqty 110
Foldable tablesqty 12
Beer tablesqty 4
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 120

Tableware

Drinking glassesqty 150
Wine glassesqty 60
Coffee cupsqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Equipment

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

Lighting

LED stage lightsqty 4
Atmosphere lightsqty 8
String lightsqty 4

Decorations

Backdrop cloth
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 12
Table numbersqty 12
Program postersqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Bottle openersqty 3
Ice bucketqty 2
Measuring cupsqty 2

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Washing-up tubsqty 3

Catering

Groceries

Tips

Set a firm registration deadline at least 7 days before the open stage. Use the final list to schedule performances, confirm performers and identify dietary requirements instead of accepting last-minute acts.
Build changeover time into the programme. Allow at least 5 minutes between performances for microphone changes, DI boxes, cables or instruments, and give the host a printed run sheet.
Check the technical setup during the venue visit, not on the day itself. Test the active speakers, stage monitors, mixer, wireless microphones, stands, XLR cables, jack cables and power strips with the performers’ actual requirements.
Prepare the room around the stage plan. Position stage sections, steps and the stage skirt first, then arrange chairs, tables, bar stools, coat racks and hangers so entrances, exits and cable runs stay clear.
Order refreshments from the confirmed guest count and chill drinks before the event starts. Set out separate serving areas for glasses, cups, plates, cutlery and serving platters so the bar does not block registration or audience movement.

Frequently asked questions

How far in advance should I organise an open stage?: Fix the date and venue at least 6 weeks ahead, then open performer registration. Close registration about 7 days before the event so you have time to schedule acts, confirm details and send final information.
How long should each open stage performance be?: Set a slot of 10 to 15 minutes per performer, including setup and changeover. Add at least 5 minutes between acts and keep a short buffer every hour for delays.
What sound equipment do I need for an open stage?: Plan for active speakers, stage monitors, a mixer, microphones, microphone stands, DI boxes, XLR and jack cables, extension cords and power strips. Test the full signal path at least 1 day before the event.
When should I set up the open stage?: Clean the venue and set up the stage, seating and technical equipment at least 3 hours before doors open. Reserve the final 60 minutes for a soundcheck, performer briefing, drink chilling and last-minute safety checks.

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.