Open stage checklist: what to arrange and when

An open stage needs more than a microphone and a list of performers. You need a clear registration process, confirmed technical details, a workable running order and enough people to keep the evening moving. Start with the venue and permissions, then collect performance information before booking equipment and catering. This checklist covers the preparation that is easy to overlook, from music files and dietary requirements to cable safety, audience information and chilled drinks.

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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
Check permits
Create a registration form
Open registration
Send invitations
2 people
Publish venue information
Process registrations
Confirm performances
Collect dietary requirements
Gather technical requirements
Gather music files
Compile program
2 people
Schedule performances
Book host
Assign volunteers
Reserve equipment
Book catering
Check first aid kit
Create a contact list
Print audience information
Print the program
Check supplies
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Check lighting and heating
2 people
Clear the stage area
3 people
Install stage backdrop
2 people
Set up the sound system
3 people
Connect microphones
2 people
Set up lighting
2 people
Set up tables and chairs
4 people
Set up the check-in desk
2 people
Set up the catering table
3 people
Hang up decorations
2 people
Staff the registration desk
2 people
Welcome performers
2 people
Check in performances
Test sound system
3 people
Test microphones
2 people
Prepare program
Welcome the audience
3 people
Present Program
Assist performers
2 people
Announce performances
Operate equipment
2 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Collect used glasses
2 people
Empty trash bins
Guide the audience to the exit
2 people

Aftercare

Turn off the sound system
2 people
Dismantle equipment
3 people
Remove decorations
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the catering table
2 people
Sweep and mop the floor
3 people
Clean the restrooms
2 people
Collect waste
2 people
Lock up the venue
2 people
Return equipment
2 people
Clear away unused groceries
Return borrowed materials
2 people

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Check-in desk
Catering tablesqty 2
Clothes racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Speaker cablesqty 4
Audio cablesqty 8
Power stripsqty 8
Extension cordsqty 8
Music player

Lighting

Stage spotlightsqty 4
Light standsqty 2
Mood lightingqty 4
Cable matsqty 6

Decorations

Stage backdrop
Stage drapesqty 2
Buntingqty 8
Menu Card Holdersqty 6

Tableware

Reusable drinking glassesqty 100
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Serving jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 2
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 6
Thermos flasksqty 4
Cooling matsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Close performer registration early enough to build a reliable programme. Allow at least 7 days to confirm each act, collect music files and check whether anyone needs microphones, DI boxes or other technical support.
Ask every performer for technical requirements and set-up time in the same registration form. A simple stage plan prevents last-minute changes to the mixer, active speakers, microphone stands and cable runs.
Publish the venue details before sending final invitations, including the entrance, check-in arrangements and audience start time. Print the programme and audience information as well as keeping a digital copy.
Assign volunteers to specific jobs rather than asking for general help. For a small open stage, plan separate cover for check-in, performer support, technical coordination and catering during the busiest hour.
Prepare refreshments before doors open, not between performances. Chill drinks in advance, set out reusable glasses and serving trays, and check that coffee machines, cups, plates and cutlery are ready for the first audience members.

Frequently asked questions

How far in advance should I organise an open stage?: Start venue and permit checks at least 6 to 8 weeks before the event. Open registration several weeks before the performance date, then leave at least 7 days to confirm acts and compile the programme.
How do I organise performers for an open stage?: Use one registration form to collect the act name, contact details, performance length, music files and technical requirements. Confirm every performance before publishing the running order, ideally no later than 7 days before the event.
What sound equipment does an open stage need?: The exact setup depends on the acts, but a typical plan may require active speakers, a mixer, microphones, stands, DI boxes, audio and speaker cables, power strips and extension cords. Check the requirements of every confirmed act before reserving equipment.
When should I prepare the open stage programme?: Create a first running order as soon as registrations close and all performances are confirmed. Print the final programme at least 1 day before the event, with a copy for the host, volunteers and audience.

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