Open stage checklist: from first sign-up to final encore

An open stage needs more coordination than a regular social event because every performer depends on the same schedule, room and sound system. Start by confirming the date and venue, then set the format, collect registrations and build a realistic running order. In the final week, confirm each performance, brief the presenter and assign volunteers. On the day, allow time to check the entrance, arrange seating, test microphones and speakers, and prepare the printed run sheet before doors open.

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
Set the program format
2 people
Create a registration form
Send invitations
2 people
Promote the open stage
2 people
Process registrations
Collect dietary requirements
Compile artist list
2 people
Confirm performances
2 people
Create the performance order
2 people
Brief the presenter
2 people
Confirm venue booking
Reserve audio equipment
Order catering
Assign volunteers
2 people
Print the run sheet
Print artist list
Do the shopping
2 people
Check materials
2 people
Remind performers

Event

Open venue
2 people
Ventilate room
Check floor and entrance
2 people
Set up tables
3 people
Set up chairs
3 people
Clear the stage area
2 people
Set up stage sections
4 people
Set up the sound system
3 people
Connect microphones
2 people
Set up lighting
2 people
Tape down cables securely
2 people
Perform sound check
3 people
Review the performances technically
3 people
Set up the catering table
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Display snacks
2 people
Set up the registration table
2 people
Welcome performers
2 people
Welcome the audience
3 people
Open the program
Announce performers
Guide the performances
2 people
Adjust sound level
Prepare the performers
Serve drinks
2 people
Refill snacks
2 people
Refill drinks
Refill coffee and tea
Collect waste
2 people
Check toilets
Announce break
Announce the closing act
See the crowd off
2 people

Aftercare

Turn off the sound equipment
2 people
Dismantle audio equipment
3 people
Dismantle stage sections
4 people
Clear away lighting
2 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Clean up catering
2 people
Separate waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Count materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 120
Stage sectionsqty 6
Stoolsqty 4
High tablesqty 4
Coat rackqty 2

Equipment

Mixer
Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Laptop
Music standsqty 4

Lighting

LED lampsqty 6
Light standsqty 2
Mood lightingqty 4
Batteriesqty 24

Decorations

Stage curtain
Buntingqty 6
Balloonsqty 100
Balloon pump
Program postersqty 8
Tableclothsqty 8

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Coffee potsqty 3
Teapotsqty 2

Kitchen

Coolersqty 4
Serving plattersqty 12
Serving tongsqty 6
Cutting boardsqty 2
Knivesqty 4
Thermos flasksqty 4
Kettlesqty 2

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the event so you can compile the artist list, confirm performances and create a running order without last-minute gaps.
Build the performance order around realistic changeover time. Allow at least 5 minutes between acts if performers share microphones, stands, instruments or DI boxes.
Test the mixer, speakers, microphones, cables and extension cords before the audience arrives. A short sound check for every performer is safer than discovering a missing cable during the show.
Give the presenter a printed run sheet and artist list, including pronunciation notes, performance length and any stage requirements. Keep one spare copy with the volunteer team.
Plan the room in two stages: set up tables, chairs and the coat rack before the sound check, then keep a clear route to the entrance and stage for performers carrying equipment.

Frequently asked questions

How far in advance should I organise an open stage?: Start at least 4 weeks before the event. Confirm the date and venue first, open registrations soon after, and keep the final 7 days for confirming performers, ordering catering and preparing the running order.
How long should an open stage performance be?: Allow about 5 to 10 minutes per performer, including applause and changeover. For a two-hour programme, schedule roughly 12 to 18 acts rather than filling every minute with performances.
When should I close open stage registrations?: Close registrations 7 to 10 days before the event. This gives you enough time to process dietary requirements, confirm each act, create the performance order and remind performers of their arrival time.
How many volunteers do I need for an open stage?: Plan for at least 3 volunteers for a small event: one for performer check-in, one for the presenter and running order, and one for the room or refreshments. Add another volunteer when performers need frequent equipment changes.

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.