Open Stage Checklist

An open stage needs more than a microphone and a list of performers. You need a clear registration process, enough time to schedule acts, tested sound equipment, and a room that can change quickly between performances. This checklist takes you from booking the venue to checking emergency exits and serving refreshments. Start several weeks ahead if performers must register, then use the final days for confirmations, technical tests, and setup.

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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

Reserve the venue and hall
Send invitations
2 people
Open registrations
Register performances
2 people
Process registrations
2 people
Collect dietary requirements
Schedule performances
2 people
Publish the program
Confirm performances
2 people
Make reservations
Make a shopping list
2 people
Do the shopping
2 people
Collect performance details
Gather music files
Test the equipment
2 people
Prepare presentation texts
Brief volunteers
2 people
Check first aid supplies
Check emergency exits
Set up the hall
3 people
Set up tables
2 people
Set up chairs
3 people
Clear the stage area
2 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up the instrument corner
2 people
Hang lights
2 people
Hang decorations
2 people
Set up the reception table
2 people
Set up the catering table
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Prepare the registration list

Event

Welcome performers
2 people
Register visitors
2 people
Explain the program
Announce performances
Have performers ready on time
Adjust sound level
Swap microphones
Assist performers
Serve snacks
2 people
Serve drinks
2 people
Refill drinks
2 people
Refill coffee and tea
Collect waste
2 people
Check public area
Wrap up the final performance
See visitors out
2 people

Aftercare

Tear down audio equipment
3 people
Put furniture back
3 people
Remove decorations
2 people
Wash dishes
2 people
Clean the room
3 people
Clean the restrooms
2 people
Dispose of waste
2 people
Check stock
Collect lost and found items
Store equipment safely
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Tableclothsqty 8
Clothing rack

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Music player
Extension cordsqty 6
Power stripsqty 5
Gaffer tapeqty 2
Cable traysqty 6
Instrument standsqty 4

Lighting

LED spotlightsqty 4
String lightsqty 3
Light standsqty 2

Tableware

Reusable glassesqty 80
Reusable cupsqty 80
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 30
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Pliersqty 4
Thermos flasksqty 4

Decorations

Stage backdrop
Buntingqty 6
Table décorqty 8

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Close registrations early enough to build a workable running order. Allow time to process applications, collect dietary requirements, confirm each act, and publish the program before the event day.
Collect technical details from every performer, including music files, microphones, instruments, DI boxes, and instrument stands. Test the complete signal chain before doors open rather than testing only the speakers.
Plan a realistic changeover time between acts. Keep cables in cable trays or secure them with gaffer tape, leave the stage area clear, and place microphones and stands where volunteers can reach them quickly.
Brief volunteers on the running order, performer check-in, refreshments, first aid supplies, and emergency exits. Give them the final program in writing and assign one person to coordinate stage changes.
Set up the hall before the audience arrives, including chairs, tables, lighting, sound equipment, microphones, and refreshment stations. Keep spare cups, coffee supplies, extension cords, and power strips accessible instead of packed in storage.

Frequently asked questions

How far in advance should I plan an open stage?: Start at least 6 to 8 weeks ahead if performers need to register. Use the final 7 days to confirm acts, publish the program, gather music files, and test the equipment.
How long should an open stage performance slot be?: Allow about 10 to 15 minutes per performer, including applause and changeover time. Add a 10-minute buffer after every 4 to 5 acts so delays do not affect the whole program.
How many microphones do I need for an open stage?: Plan for the largest act rather than the average act, then add at least 1 spare microphone if possible. Confirm each performer’s needs during registration so you know whether you also need DI boxes or instrument stands.
When should I publish the open stage program?: Publish the program 3 to 5 days before the event, after every performance has been confirmed. Keep a printed copy for volunteers and make any final changes visible at the venue.

Start this plan in Lizzt

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