Open stage checklist: from first signup to final performance
An open stage needs more than a microphone and a list of performers. You need a clear registration process, enough time to confirm acts, and a running order that works for the room and sound setup. This checklist takes you from booking the hall and opening registrations to collecting dietary requirements, testing microphones and lighting, and preparing the catering. Use it to keep practical details from becoming last-minute jobs on the day.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve the room
Set the event date
2 people
Create a registration form
Send invitations
2 people
Register performances
2 people
Process registrations
2 people
Collect dietary requirements
Confirm performances
2 people
Create the performance order
2 people
Collect presentation texts
Publish the program
Reserve equipment
Assign volunteers
2 people
Order catering
Check the shopping list
2 people
Do the shopping
2 people
Pick up the equipment
2 people
Setting up shelf-stable catering
2 people
Open hall
2 people
Build stage sections
4 people
Set up the sound system
3 people
Connect microphones
2 people
Perform sound check
3 people
Set up lighting
2 people
Test lighting settings
2 people
Set up chairs
3 people
Set up tables
2 people
Hang stage decorations
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set up the information desk
2 people
Receive performers
2 people
Brief performers
2 people
Event
Open the public entrance
2 people
Welcome visitors
2 people
Explain the program
Present performances
2 people
Swap microphones
2 people
Refill the break buffet
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect used dishes
2 people
Empty trash bins
Announce the final act
Wave goodbye to visitors
2 people
Aftercare
Turn off the sound equipment
2 people
Clean up catering
3 people
Wash dishes
2 people
Clear away chairs and tables
3 people
Dismantle the stage
4 people
Clean the room
3 people
Return equipment
2 people
Dispose of waste
2 people
Keep lost and found items
Check deliveries
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sectionsqty 6
- Stage stepsqty 2
- Chairsqty 90
- Tablesqty 8
- Foldable info desk table
Equipment
- PA speakersqty 2
- Mixer
- Wireless microphonesqty 3
- Microphone standsqty 3
- DI boxesqty 2
- Audio cablesqty 8
- Extension cordsqty 6
- Power stripsqty 6
- Gaffer tapeqty 4
- Laptop for the program
- USB stickqty 2
Lighting
- LED stage lightsqty 4
- Light standsqty 2
- Work lightsqty 2
Tableware
- Reusable cupsqty 120
- Coffee cupsqty 80
- Platesqty 100
- Cutlery setsqty 100
- Serving plattersqty 12
- Serving spoonsqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 3
- Cutting boardsqty 2
- Bread knivesqty 2
- Serving tongsqty 6
Decorations
- Backdrop
- Tableclothsqty 8
- Program postersqty 10
- Directional signsqty 8
Cleaning
- Waste binsqty 4
- Cleaning bucketsqty 2
- Mopsqty 2
- Broom and dustpanqty 2
- Cleaning glovesqty 4
Catering
- Groceries
Tips
- Set the registration deadline at least 7 days before the open stage. That gives you time to process signups, confirm performances, collect dietary requirements, and build a realistic performance order.
- Create the running order only after performances are confirmed. Leave a short changeover slot between acts, especially when performers share microphones, use DI boxes, or need a different input on the mixer.
- Reserve the PA speakers, mixer, wireless microphones, stands, cables, and lighting at the same time as the room. On the day, allow at least 2 hours before doors open to build the stage, connect equipment, and complete the soundcheck.
- Plan catering around the program rather than serving everything at once. Set up shelf-stable food before the audience arrives, and prepare coffee machines, kettles, thermos flasks, coolers, cups, plates, and serving utensils before the first break.
- Assign setup and front-of-house volunteers in advance, with named responsibilities. One person should be able to open the hall and manage the info desk while another checks performers, microphones, stage steps, lighting, and the published program.
Frequently asked questions
- How far in advance should I organise an open stage?
- Start booking the room and equipment at least 6 weeks before the event. Open registrations 3 to 4 weeks ahead, and close them about 7 days before the performance so you can confirm acts and publish the program.
- How much time do I need for an open stage soundcheck?
- Allow at least 90 minutes for the soundcheck when several performers are using different microphones or instruments. Add another 30 minutes if the stage sections, lighting stands, and PA system are being assembled on the same day.
- When should I create the open stage running order?
- Create the running order after registrations are processed and performances are confirmed, usually 5 to 7 days before the event. Send the final program to performers and volunteers at least 2 days before doors open.
- How many volunteers are needed for an open stage?
- Plan for at least 3 volunteers for a small open stage: one for performer check-in, one for the info desk and audience area, and one for stage and equipment support. Add one extra volunteer if catering or frequent stage changes are part of the program.
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.
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