Open stage checklist: organise the event in the right order

An open stage needs more than a microphone and a list of performers. You need time to collect registrations, build a workable running order, brief performers and test the sound before guests arrive. This checklist covers the full sequence, from confirming the date and location to setting up the stage, lighting, drinks and printed run sheet. Use it to keep late changes from disrupting the program.

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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
Open the registration form
Send invitations
2 people
Recruit performers
2 people
Process registrations
Tentatively schedule performances
2 people
Collect dietary requirements
Make reservations
Check permits
Coordinate technical setup
2 people
Confirm host
Assign volunteers
2 people
Finalize the performance schedule
2 people
Publish the program
Send performer information
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Check groceries
2 people
Chill drinks
2 people
Print the program and run sheet

Event

Clear the stage area
3 people
Set up the stage
4 people
Set up the sound system
3 people
Set up lighting
2 people
Set up the hall and audience
4 people
Set up the catering table
2 people
Hang up decorations
2 people
Set up the information table
Register artists
2 people
Test the equipment
3 people
Set sound levels
2 people
Quickly soundcheck the performances
3 people
Welcome the audience
3 people
Distribute program
2 people
Give the opening speech
Guide the performances
3 people
Swap performers
2 people
Refill drinks
2 people
Serve snacks
2 people
Empty trash bins
2 people
Check toilets
Guide the audience out on departure
2 people
Make the final announcement

Aftercare

Turn off the sound system
2 people
Collect tableware
3 people
Dismantle the stage and hall
4 people
Sort and remove waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Return materials
2 people
Empty and clean coolers
2 people
Store usable stock
Collect lost and found items

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Chairsqty 110
Tablesqty 8
Stoolsqty 6
Coat racksqty 2

Equipment

Active speakersqty 2
Mixing console
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music player
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6

Lighting

Stage spotlightsqty 4
Mood lightingqty 4
Cable matsqty 6

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 8
Serving spoonsqty 8

Decorations

Stage drapesqty 3
Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 4
Name badgesqty 30
Program standsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2

Safety

First aid kit
Fire extinguishersqty 2

Catering

Groceries

Tips

Close performer registration early enough to build a realistic running order. Allow time to process entries, confirm each act and leave gaps for changeovers rather than scheduling performances back to back.
Check the technical setup with the actual microphones, stands, DI boxes, cables and speakers before doors open. A soundcheck of at least 60 minutes gives you time to find missing adapters, extension cords or power strips.
Send performers their arrival time, performance slot, format and technical requirements in one message. Ask them to arrive 30 minutes before their slot if you need instrument changes or a line check.
Print both the final program and the run sheet on the day before the event. Keep one copy with the host, one at the sound desk and one with the volunteer coordinating performers.
Set up the stage area before arranging the audience seating. Place cable mats over walkways, check the stage steps, and leave clear access for performers, volunteers and anyone carrying equipment.

Frequently asked questions

How far in advance should I open registration for an open stage?: Open registration at least 3 to 4 weeks before the event. Close it 7 to 10 days beforehand so you can process entries, confirm performers and publish a stable program.
How long should an open stage performance slot be?: Allow 10 to 15 minutes per performer, including a quick changeover. Keep at least 15 to 30 minutes free in the full schedule for late arrivals, technical issues or longer setup times.
When should I do the soundcheck for an open stage?: Finish the main soundcheck at least 60 minutes before guests arrive. Ask performers with unusual equipment or backing tracks to attend an additional line check 30 minutes before their slot.
How many volunteers do I need for an open stage?: Plan for at least 3 volunteers: one for performer check-in, one for the stage and changeovers, and one for guests or refreshments. Add another person if the event has more than 20 acts or separate entry and serving areas.

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.