What you need for an open stage

An open stage needs more than microphones and a place to perform. You’ll also need clear signage, name badges, refreshments, reliable power, and a few backups for performers and volunteers. Buy or bring supplies according to your expected audience and the number of acts, then leave time to test the sound and lights before doors open. This checklist helps you cover the easily forgotten items without duplicating the full task and equipment lists below.

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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
Tablesqty 8
Chairsqty 80
Stoolsqty 4
Clothes racksqty 2
Coat hangersqty 80
Bollardsqty 6

Equipment

Mixer
Speakersqty 2
Monitor speaker
Wireless microphonesqty 3
Microphone standsqty 3
DI boxqty 2
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Laptop
Music player
Spare batteriesqty 12

Lighting

Stage spotlightsqty 4
Light standsqty 2
Atmosphere lightsqty 8
Light cablesqty 6

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Announcement board
Program standsqty 3
Tableclothsqty 8

Tableware

Reusable cupsqty 120
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 3
Water jugsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 6
Storage binsqty 12
Bottle openersqty 3
Tea towelsqty 12

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 2 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 10 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 3 bags
- Snacks - 3 bags
- Peanuts - 2 bags
- Mixed nuts - 2 bags
- Olives - 3 jars
- Pickles - 2 jars
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Bell peppers - 12
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Lemons - 10 pieces
- Grape juice - 3 bottles
- Mini wraps - 80 pieces
- White sandwich bread - 4 loaves
- Brown casino bread - 4 loaves
- Wholegrain baguettes - 6 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Herb butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Smoked chicken breast - 1 kilo
- Vegetarian slices - 1 kilo
- Pesto - 3 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Slamix - 2 kilo
- Arugula - 500 grams
- Feta - 1 kilo
- Corn - 4 cans
- Sun-dried tomatoes - 3 jars
- Pasta - 2 kilo
- Pesto dressing - 2 bottles
- Olive oil - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Chocolate cookies - 5 packs
- Butter cookies - 4 packs
- Brownies - 60
- Mini muffins - 60 pieces
- Apple pie - 4 pieces
- Whipped cream - 6 cans
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Pedal bin bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Cleaning wipes - 3 packs
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Toilet freshener - 3 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Diet cookies - 2 packs
- Gluten-free crackers - 2 packs
- Vegan toppings - 1 kilo
- Lactose-free milk - 2 liters

Paper goods

Program leafletsqty 100
Name badgesqty 40
Registration formsqty 100
Pensqty 20
Tapeqty 6
Sticky notesqty 4
Markersqty 8
Printer paperqty 2

Cleaning

Floor squeegeesqty 2
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Rubber glovesqty 8

Safety

First aid kit
Flashlightsqty 3
Cable matsqty 8
Non-slip matsqty 4
Fire extinguisher

Tools

Screwdriversqty 2
Allen key set
Hammer
Cable tiesqty 200
Gaffer tapeqty 6
Measuring tape

Waste

Waste binsqty 8
Paper binsqty 3
Cratesqty 12

Clothing

Volunteer vestsqty 12
Artist wristbandsqty 50

Transport

Transport cartsqty 2
Storage boxesqty 10

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water for performers, volunteers, and anyone working behind the scenes.
Prepare at least one name badge for every performer, volunteer, and organiser, plus 10% spare badges. Keep pens nearby so late registrations can be added at the door.
Bring spare batteries for every wireless microphone, with one fresh replacement set per microphone. Pack audio cables, extension cords, and power strips separately so the soundcheck does not depend on last-minute borrowing.
Allow one chair or stool for each waiting performer and volunteer who needs a seat. Coat hangers and a clothes rack are easy to overlook when acts arrive carrying jackets, costumes, or instrument cases.
Buy or bring a visible announcement board and program stands before the day itself. Put the performance order where performers can read it and keep a second printed run sheet at the sound desk.

Frequently asked questions

How many drinks do I need for an open stage?: For the first hour, plan on two to three drinks per guest. For every following hour, add one drink per guest, then include extra water for performers and volunteers.
How many microphones should an open stage have?: Start with one microphone for each simultaneous performance position, plus at least one spare if the program includes several acts. For a typical single-stage setup, two wireless microphones cover most changes between performers.
What should I buy for open stage snacks?: Prepare at least one snack portion per expected guest, with 10% extra for performers and volunteers. Buy or prepare separate options once dietary requirements have been collected, ideally no later than one week before the event.
When should I buy batteries and cables for an open stage?: Check and buy them at least three days before the event, then test every cable and microphone during the equipment check. Keep spare batteries and essential cables at the sound desk on the day.

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