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

An open stage only feels relaxed when the practical work is settled before performers arrive. This checklist takes you from confirming the date and format through registrations, performance slots, technical checks and the venue setup. It also covers details that are easy to leave too late, such as dietary requirements, presentation texts, cable safety, chilled drinks and a printed run sheet. Use it to coordinate performers, volunteers and the room without losing track of the audience experience.

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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
Set the program format
2 people
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm performances and times
2 people
Make reservations
Assign performances
2 people
Print the run sheet
Send artist information
Gather technical requirements
Prepare presentation texts
Check the spectator route
2 people
Check the shopping list
Do the shopping
2 people
Collect equipment
2 people
Chill drinks
2 people
Print the program and signage

Event

Open venue
2 people
Mark off the stage area
2 people
Build stage sections
4 people
Set up tables and chairs
4 people
Set up the sound system
3 people
Set up lighting
2 people
Set up bar and serving station
3 people
Set up backstage
2 people
Hang up decorations
2 people
Hang up the program
Set up coffee and tea station
2 people
Set out snacks
2 people
Perform a technical line check
3 people
Test microphones
2 people
Welcome performers
2 people
Register performers
Soundcheck performances
3 people
Prepare the public entrance
2 people
Open the doors
3 people
Welcome visitors
3 people
Distribute program
2 people
Give the opening speech
Announce performances
Guide the performances
2 people
Carry out stage changes
3 people
Adjust sound level
2 people
Operate light settings
Open bar
3 people
Serve drinks
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Escort artists backstage
Answer audience questions
2 people
Announce the break program
Wrap up the evening program
See visitors out
2 people

Aftercare

Switch off equipment
2 people
Take down the sound system
3 people
Dismantle lighting
2 people
Remove decorations
2 people
Put furniture back
4 people
Wash dishes
3 people
Clearing the bar
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Check borrowed items
2 people
Return equipment
2 people
Store leftover stock
2 people
Collect 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
Chairsqty 90
Tablesqty 10
Bar stoolsqty 4
Dressing room racksqty 2
Coat racksqty 2
Bollardsqty 8

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Monitor speaker
Laptop
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 12
Gaffer tapeqty 6

Lighting

LED stage lightsqty 6
Light standsqty 2
Atmosphere lightsqty 8
Light cablesqty 8

Tableware

Drinking glassesqty 120
Coffee cupsqty 60
Platesqty 100
Cake platesqty 100
Forksqty 100
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Bottle openersqty 3

Decorations

Stage backdrop
Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 10
Name badgesqty 100
Pensqty 20
Sticky tackqty 4

Cleaning

Waste binsqty 8
Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Towelsqty 12

Safety

First aid kit
Fire extinguisherqty 2
Emergency exit arrowsqty 10
Non-slip matsqty 6

Catering

Groceries

Tips

Set the format before opening registration: decide how many performance slots you can actually fit, then collect each performer’s act, running time and technical needs on the registration form.
Confirm the running order several days before the event and send artists their arrival time, slot, stage instructions and presentation text. Last-minute changes are much harder once the soundcheck and seating plan are underway.
Allow a dedicated setup block before doors open for stage sections, steps, the stage skirt, tables, chairs, lighting and the sound system. Test every microphone, DI box, monitor speaker and playback laptop with the actual cables you will use.
Keep the spectator route clear from entrance to seats, bar and toilets. Use cable trays, extension cords, power strips and gaffer tape together so performers and guests do not cross loose audio or light cables.
Finish shopping and equipment collection before event day where possible, then chill the drinks and print the programme and signage before opening the venue. Keep spare blank programme sheets and a printed run sheet at the control desk.

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 when you have filled the available slots, or no later than 5 to 7 days before the event so you can assign performances and prepare the running order.
How much time do I need to set up an open stage?: Plan at least 3 hours for a small setup with seating, stage sections, sound and lighting. Add another 60 to 90 minutes if you need a full soundcheck, several wireless microphones or more complex lighting.
When should performers receive their open stage time slot?: Send the confirmed slot and technical information at least 3 days before the event. Ask performers to report 60 to 90 minutes before doors open if they need a soundcheck or equipment check.
How many drinks should I buy for an open stage?: For the first hour, allow 2 to 3 drinks per person, then roughly 1 drink per person per hour. Add coffee, cups, glasses, plates and cake plates according to the number of guests and the length of the 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.