Open Stage Checklist: From First Booking to Final Soundcheck

An open stage needs more than a microphone and a sign-up sheet. You need a clear registration process, confirmed performance times, a workable running order, and enough time to test every cable, speaker, and microphone. This checklist takes you from confirming the date and venue through audience information, shopping, room setup, and the final soundcheck. Use it to keep performers, volunteers, catering, and technical crew working from the same plan.

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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
Publish registration form
Send invitations
2 people
Register performances
Process registrations
2 people
Collect dietary requirements
Compile program
2 people
Confirm performances
2 people
Gather technical requirements
2 people
Make reservations
Print the run sheet
Confirm performance times
Assign volunteers
2 people
Send audience information
Check the shopping list
2 people
Do the shopping
3 people
Test equipment
2 people
Fill coolers
2 people
Prepare snacks
3 people
Print program boards

Event

Open venue
2 people
Check deliveries
2 people
Set up tables
4 people
Set up chairs
4 people
Set up stage
4 people
Connect sound equipment
3 people
Set up microphones
2 people
Connect lighting
2 people
Perform the technical sound check
3 people
Have the acts do a sound check
3 people
Set up backstage
2 people
Set up catering
3 people
Set up registration desk
2 people
Hang up the program
2 people
Give instructions to volunteers
2 people
Receive participants
3 people
Register the audience
3 people
Take coats and bags
2 people
Give the opening speech
Announce performances
Coordinate stage changes
2 people
Operate sound system
2 people
Operate lighting
Guide the performances
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Check public area
2 people
Check toilets
Announce break
Restock break buffet
2 people
Guide the audience to the exit
2 people
Wrap up the final performance
2 people

Aftercare

Turn off the sound equipment
2 people
Pack food items
2 people
Collect waste
3 people
Dismantle tables and chairs
4 people
Tear down stage
4 people
Remove decorations
2 people
Wash dishes
3 people
Clean the venue
4 people
Pack up equipment
3 people
Collect lost and found items
Store stock chilled
2 people
Return materials
2 people
Clear away remaining stock
2 people
Archive photos and files
Send thank-you message
Collect outstanding invoices
Report damaged materials

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
High tablesqty 6
Tablesqty 8
Chairsqty 100
Coat racksqty 4
Dressing room tablesqty 2
Changing room chairsqty 12

Equipment

Active speakersqty 2
Mixing table
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Monitor speakersqty 2
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Laptop
Spare batteriesqty 12
Toolbox
Gaffer tapeqty 4
Cable traysqty 10
Spare fusesqty 6

Lighting

LED stage lightsqty 4
Lighting standsqty 2
Mood lightingqty 4

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Pitchersqty 6

Kitchen

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

Decorations

Program boardsqty 4
Directional signsqty 6
Tableclothsqty 12
Buntingqty 8
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 6
Cable tiesqty 100
Stage backdrop
Name badgesqty 120
Markersqty 12
A4 paperqty 2
Pensqty 20
Clipboardqty 4
Table numbersqty 12

Catering

Groceries
Drink dispensersqty 4
Cooler cratesqty 6
Serving bowlsqty 16
Bread basketsqty 8
Coffee filtersqty 100
Drink cratesqty 10

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Trash binsqty 8
Rubber glovesqty 6

Tips

Close performer registration early enough to build a realistic programme. Leave at least 7 days between the registration deadline and the event so you can confirm acts, collect technical requirements, and publish performance times.
Ask every performer for their equipment needs before you compile the programme. A wireless microphone, DI box, monitor speaker, or laptop input can change the soundcheck schedule and the order of performances.
Print the run sheet and programme boards before the venue opens. Keep at least 2 printed copies of the run sheet—one for the stage area and one for the person coordinating performers—so the programme does not depend on a phone or laptop.
Schedule the technical test before guests arrive, not during the first performances. Check the mixing table, active speakers, monitors, microphones, cables, extension cords, power strips, and spare batteries one by one.
Set up the room in the same sequence people will use it: stage sections and steps first, then chairs and tables, followed by coat racks, dressing-room furniture, lighting, and refreshments. Keep clear access to the stage and leave a separate place for performers to wait.

Frequently asked questions

How far in advance should I organise an open stage?: Start at least 6 weeks before the event. Confirm the date and venue first, then allow 2 to 3 weeks for registrations and at least 7 days to confirm the programme, technical needs, volunteers, and audience information.
How long should an open stage performance slot be?: Allow 10 to 15 minutes per performer, including changeover time. For a 2-hour programme, plan for roughly 8 to 10 acts rather than filling every minute with performance time.
When should I do the open stage soundcheck?: Finish the main equipment test at least 60 minutes before doors open. If performers have different setups, give each act a short check during that window and keep spare batteries and backup cables ready.
How many volunteers do I need for an open stage?: Plan for at least 3 volunteers for a small event: one at registration, one coordinating performers and the running order, and one handling the room or refreshments. Add another volunteer if performers need a separate dressing or changing area.

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