What you need for an open stage

An open stage needs more than microphones and a raised platform. You need enough sound equipment for performers, clear stage access, seating and tables for the audience, and serving items for drinks and snacks. Use the plan’s 58-item shopping list alongside your confirmed programme and venue layout. Check technical requirements with every performer before buying or borrowing gear, especially microphones, DI boxes, cables and monitors.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
Chairsqty 110
Foldable tablesqty 12
Beer tablesqty 4
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 120

Tableware

Drinking glassesqty 150
Wine glassesqty 60
Coffee cupsqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Active speakersqty 2
Stage monitorsqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
XLR cablesqty 8
Jack cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Laptop
Presentation screen
Laptop stand

Lighting

LED stage lightsqty 4
Atmosphere lightsqty 8
String lightsqty 4

Decorations

Backdrop cloth
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 12
Table numbersqty 12
Program postersqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Bottle openersqty 3
Ice bucketqty 2
Measuring cupsqty 2

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Washing-up tubsqty 3

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 4 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Fresh mint tea - 6 bunches
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Ice cubes - 15 kilograms
- Baguettes - 12 pieces
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Herb butter - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Raw ham - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Celery - 4 heads
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty sticks - 4 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Pickles - 2 jars
- Toast squares - 10 packs
- Crackers - 8 packs
- Puff pastry snacks - 200 pieces
- Mini quiches - 100 pieces
- Falafel - 100 pieces
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Sambal - 2 jars
- Pepper - 1 can
- Salt - 1 tin
- Olive oil - 2 bottles
- Butter - 1 kilogram
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Hand soap - 6 dispensers
- Paper towels - 6 packs
- Sponges - 12 pieces
- Dishwasher tablets - 50 pieces
- Bandages - 2 boxes
- AA batteries - 12 pieces
- AAA batteries - 12 pieces
- Name stickers - 150 pieces
- Pens - 20 pieces
- Paper wristbands - 150 pieces

Tips

Check the venue’s power supply before the event and bring enough extension cords and power strips to reach the mixer, speakers, microphones and presentation screen without creating trip hazards.
Plan the stage around the programme: allow space for stage sections, steps, a stage skirt, microphone stands and monitors, and keep one clear route for performers to enter and leave.
Count tableware against your expected audience, not just your registration list. Have drinking glasses, wine glasses, coffee cups, plates and cutlery ready before refreshments arrive.
Confirm each performer’s technical needs at least 7 days before the open stage. A singer may need a microphone, while an instrumentalist may require a DI box, jack cable or additional monitor.
Buy or collect drinks and snacks early enough to chill the drinks before doors open. Also check coat racks and hangers, since these are easy to forget when the focus is on the stage.

Frequently asked questions

What equipment do I need for an open stage?: At minimum, plan for active speakers, a mixer, microphones, microphone stands, XLR cables, power, and stage monitors. Confirm the exact number of inputs and microphones with performers at least 7 days before the event.
How many microphones do I need for an open stage?: Use one microphone for each simultaneous vocal or speaking position, then add at least one spare if the programme is busy. Finalise the count after performers confirm their setup, preferably 7 days before the event.
How much tableware do I need for an open stage?: Prepare one drinking glass per expected guest, plus enough wine glasses, coffee cups, plates, forks, knives and spoons for the refreshments you will serve. For a busy programme, keep about 10% extra glasses and cups available.
When should I buy drinks and snacks for an open stage?: Buy non-perishable snacks and drinks 2 to 3 days beforehand, then chill the drinks on the event day. Check dietary requirements before placing the final order so suitable options are available at arrival.

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