Open stage checklist: from first booking to final applause

An open stage needs more than a microphone and a sign-up sheet. You need a confirmed venue, a workable performance order, clear information from each performer and a technical setup that can change quickly between acts. Start by securing the date and checking permits, then build the programme and registration process. In the final week, test the mixer, speakers, microphones and lighting, print the run sheet, and prepare snacks, name badges and volunteer assignments.

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
2 people
Make reservations
Check permits
Compile program
2 people
Contact performers
2 people
Create a registration form
Send invitations
2 people
Promote the open stage
2 people
Process registrations
Collect dietary requirements
Confirm performers
Print the run sheet
Create the performance order
2 people
Write presentation texts
Gather technical requirements
Test equipment
2 people
Check power outlets
Create floor plan
Assign volunteers
Send artist information
Check the shopping list
2 people
Do the shopping
2 people
Fill coolers
2 people
Prepare snacks
3 people
Make name badges
2 people
Print programs
Lay out cash
Open venue
2 people
Set up stage sections
4 people
Set up tables
3 people
Set out chairs
4 people
Connect the sound system
3 people
Connect the lighting system
2 people
Hang decorations
3 people
Set up catering
3 people
Soundcheck the equipment
3 people
Welcome performers
2 people
Review performances
3 people
Check public area
2 people

Event

Open the doors
3 people
Register visitors
2 people
Distribute program
2 people
Check in the performers
Give the opening speech
Guide the performances
2 people
Coordinate stage changes
3 people
Play music between performances
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Announce break
Moderate audience questions
Announce the final act
Deliver the closing remarks
Guide visitors to the exit
2 people

Aftercare

Turn off the sound equipment
2 people
Remove decorations
3 people
Dismantle furniture
4 people
Wash dishes
3 people
Clean the venue
4 people
Take out the trash
2 people
Return borrowed items
2 people
Clear away leftover stock
2 people
Register lost and found items

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
Tablesqty 8
Chairsqty 80
Stoolsqty 4
Clothes racksqty 2
Coat hangersqty 80
Bollardsqty 6

Equipment

Mixer
Speakersqty 2
Monitor speaker
Wireless microphonesqty 3
Microphone standsqty 3
DI boxqty 2
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Laptop
Music player
Spare batteriesqty 12

Lighting

Stage spotlightsqty 4
Light standsqty 2
Atmosphere lightsqty 8
Light cablesqty 6

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Announcement board
Program standsqty 3
Tableclothsqty 8

Tableware

Reusable cupsqty 120
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 3
Water jugsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 6
Storage binsqty 12
Bottle openersqty 3
Tea towelsqty 12

Catering

Groceries

Paper goods

Program leafletsqty 100
Name badgesqty 40
Registration formsqty 100
Pensqty 20
Tapeqty 6
Sticky notesqty 4
Markersqty 8
Printer paperqty 2

Cleaning

Floor squeegeesqty 2
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Rubber glovesqty 8

Safety

First aid kit
Flashlightsqty 3
Cable matsqty 8
Non-slip matsqty 4
Fire extinguisher

Tools

Screwdriversqty 2
Allen key set
Hammer
Cable tiesqty 200
Gaffer tapeqty 6
Measuring tape

Waste

Waste binsqty 8
Paper binsqty 3
Cratesqty 12

Clothing

Volunteer vestsqty 12
Artist wristbandsqty 50

Transport

Transport cartsqty 2
Storage boxesqty 10

Tips

Collect each performer’s technical requirements when they register, not on the day itself. Ask about microphones, instruments, DI boxes, backing tracks and power needs, then test the full setup before doors open.
Set a registration deadline at least 3–5 days before the open stage. This gives you time to confirm acts, create the performance order and write short presentation texts.
Print at least two copies of the run sheet and performance order. Keep one at the sound desk and one with the host so changes do not leave the programme stalled.
Allow 5–10 minutes between acts for microphone changes, cables and introductions. This is especially useful when the programme includes both solo performers and acts needing a mixer or DI box.
Check power outlets before placing the stage, speakers and lighting. Use extension cords and power strips only after mapping the floor plan, and keep cables away from walkways with clear cable routes or bollards.

Frequently asked questions

How far in advance should I organise an open stage?: Start 6–8 weeks before the event by confirming the date, location, reservations and permits. Open registrations and promotion around 4 weeks ahead, then close performer sign-ups 3–5 days before the event.
How many performers should an open stage have?: Plan for about 8–12 acts in a two-hour programme, depending on whether performances last 5, 10 or 15 minutes. Add 5–10 minutes between acts for introductions and technical changes.
What sound equipment do I need for an open stage?: A basic setup usually includes a mixer, speakers, monitor speaker, microphones, microphone stands, audio cables and a DI box for instruments or playback devices. Test every input, spare battery and power connection at least 2 hours before doors open.
When should I create the open stage running order?: Create a first running order as soon as registrations close, ideally 3–5 days before the event. Keep a small buffer after every 3–4 acts so a missing performer or technical problem does not delay the whole programme.

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.