What you need for an open stage

An open stage needs more than microphones and a place to perform. You will also need serving supplies, hot-drink equipment, seating, lighting and enough cables to keep the program moving. Use the confirmed number of performers and guests to calculate food, drinks and cups, then check every technical item before shopping. This list helps you prepare the room, serve refreshments and avoid last-minute searches for adapters, tape or spare power connections.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 90
Tablesqty 8
Foldable info desk table

Equipment

PA speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Laptop for the program
USB stickqty 2

Lighting

LED stage lightsqty 4
Light standsqty 2
Work lightsqty 2

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

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

Decorations

Backdrop
Tableclothsqty 8
Program postersqty 10
Directional signsqty 8

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Apples - 6 kilos
- Bananas - 4 kilos
- Grapes - 3 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Vegetarian slices - 1 kilo
- Baguettes - 10 pieces
- Wholemeal bread - 6 loaves
- Crackers - 8 packs
- Gluten-free crackers - 2 packs
- Butter - 500 grams
- Jam - 3 jars
- Peanut butter - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snack mix - 4 bags
- Olives - 3 jars
- Mixed nuts - 2 bags
- Cookies - 8 packs
- Vegan cookies - 3 packs
- Lemons - 1 kilo
- Ice cubes - 8 bags
- Napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs

Tips

Plan drinks for the audience and performers separately: allow about two to three drinks per person for the first hour, then one drink per person per additional hour. Add coffee, tea and hot water if refreshments are served throughout the program.
Count cups, plates and cutlery against your maximum expected attendance, not just the number of registrations. For a two-hour open stage, allow at least one reusable cup per guest and keep extra sets available for performers and volunteers.
Do not leave technical checks until doors open. Have the PA speakers, mixer, microphones, stands, DI boxes, audio cables and power strips in the room at least two hours before the first performance so there is time for a sound check.
Pack gaffer tape, extension cords and spare power strips with the sound equipment. These small items are often missing when the stage, mixer and lighting are placed farther apart than expected.
Prepare the serving area before the hall opens: set out platters, serving spoons and tongs, and fill thermos flasks after testing the coffee machines and kettles. Keep coolers ready before chilled food and drinks arrive.

Frequently asked questions

What equipment do I need for an open stage?: For a basic open stage, plan for PA speakers, a mixer, microphones, microphone stands, DI boxes, audio cables and power connections. Set everything up at least two hours before doors open and allow time for a full sound check.
How many drinks should I buy for an open stage?: Buy about two to three drinks per person for the first hour, then one additional drink per person for every extra hour. Add a small buffer of roughly 10% if the event has no nearby refill point or if performers stay after their set.
How many cups and plates do I need for an open stage?: Use the maximum expected attendance as your starting number. For 50 guests, prepare at least 50 reusable cups, coffee cups and plates, plus around 10% extra so replacements are available during the event.
When should I set up the lighting and sound equipment?: Bring the equipment into the room at least two hours before the audience arrives. Reserve the final 30 to 45 minutes for testing microphones, lighting settings, cable routes and the performance order.

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