What you need for an open stage
An open stage needs more than microphones and a place to perform. You will need a complete sound setup, safe cable management, seating, check-in furniture, serving equipment, and enough tableware for the audience and performers. Plan food and drinks around your expected attendance, and confirm technical needs with performers before you shop. This list helps you bring everything together without discovering on the day that you are missing cables, cups, or a way to serve refreshments.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 80
- Tablesqty 8
- Check-in desk
- Catering tablesqty 2
- Clothes racksqty 2
Equipment
- Active speakersqty 2
- Mixer
- Wireless microphonesqty 3
- Microphone standsqty 3
- DI boxesqty 2
- Speaker cablesqty 4
- Audio cablesqty 8
- Power stripsqty 8
- Extension cordsqty 8
- Music player
Lighting
- Stage spotlightsqty 4
- Light standsqty 2
- Mood lightingqty 4
- Cable matsqty 6
Decorations
- Stage backdrop
- Stage drapesqty 2
- Buntingqty 8
- Menu Card Holdersqty 6
Tableware
- Reusable drinking glassesqty 100
- Coffee cupsqty 40
- Platesqty 100
- Cutlery setsqty 100
- Serving traysqty 8
- Serving jugsqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Ice containersqty 2
- Cutting boardsqty 3
- Bread knivesqty 2
- Serving tongsqty 6
- Thermos flasksqty 4
- Cooling matsqty 4
Cleaning
- Broomqty 2
- Vacuum cleaner
- Mop setqty 2
- Cleaning bucketsqty 3
- Cleaning glovesqty 6
Catering
- Groceries
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Lemon tea - 1 box
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Coffee creamer - 2 bottles
- Butter - 500 grams
- Baguettes - 8 pieces
- Mini bake-at-home rolls - 80 pieces
- Cream cheese - 1 kilogram
- Young cheese - 1 kilogram
- Ham - 750 grams
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Grapes - 2 kilogram
- Apples - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Snacks - 4 bags
- Salsa - 4 jars
- Mixed nuts - 2 kilograms
- Cookies - 6 packs
- Brownies - 60
- Mini muffins - 60 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Tea towels - 12 pieces
- Hand soap - 4 bottles
Tips
- Confirm every performer’s technical requirements at least 7 days before the event. This gives you time to add DI boxes, cables, microphone stands, or other equipment instead of improvising at soundcheck.
- Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra reusable glasses so the serving area does not stop while used glasses are collected and washed.
- Use one chair per audience member you expect to seat, plus at least 5 spare chairs for performers, volunteers, and late arrivals. Keep tables for check-in, catering, and serving separate so queues do not block the entrance.
- Bring enough extension cords, power strips, and cable mats for every powered device, including speakers, lighting, the mixer, and coffee machines. Test the full setup before doors open and cover cables that cross walkways.
- Prepare snacks and serving supplies before the first performer arrives. Put plates, cutlery, serving trays, jugs, and menu card holders on the catering tables so volunteers can replenish food without interrupting the programme.
Frequently asked questions
- What equipment do I need for an open stage?
- For a basic open stage, plan active speakers, a mixer, microphones, microphone stands, DI boxes, speaker and audio cables, power strips, and extension cords. Confirm the exact number of inputs and microphones with performers at least 7 days beforehand.
- How many drinks should I buy for an open stage?
- Allow two to three drinks per person for the first hour and one drink per person for every additional hour. Buy or bring extra reusable glasses so you have at least 20 percent more glasses than your expected audience.
- How many chairs and tables do I need for an open stage?
- Provide one chair for each seated audience member and add 5 spare chairs for performers and volunteers. Plan at least one check-in desk, one catering table, and separate serving tables if food and drinks are offered.
- When should I prepare the open stage shopping list?
- Create the list at least 14 days before the event, then update it after collecting technical requirements and dietary information. Finish shopping and equipment checks no later than the day before, leaving only chilling drinks and preparing snacks for event day.
Plans a lot like this one
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.
Organize this event for free with LizztOrganize for free and invite your contacts!