What you need for an open stage

An open stage needs more than microphones and a performance area. You need a reliable sound setup, enough seating, clear stage access, refreshments, and a few backup items for performers and volunteers. Wireless microphones, monitor speakers, DI boxes, cables, and spare batteries should be checked before doors open. For drinks, plan reusable glasses, coffee cups, pitchers, plates, and cutlery around your expected audience size, with extra stock for the first busy hour.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
High tablesqty 6
Tablesqty 8
Chairsqty 100
Coat racksqty 4
Dressing room tablesqty 2
Changing room chairsqty 12

Equipment

Active speakersqty 2
Mixing table
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Monitor speakersqty 2
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Laptop
Spare batteriesqty 12
Toolbox
Gaffer tapeqty 4
Cable traysqty 10
Spare fusesqty 6

Lighting

LED stage lightsqty 4
Lighting standsqty 2
Mood lightingqty 4

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Pitchersqty 6

Kitchen

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

Decorations

Program boardsqty 4
Directional signsqty 6
Tableclothsqty 12
Buntingqty 8
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 6
Cable tiesqty 100
Stage backdrop
Name badgesqty 120
Markersqty 12
A4 paperqty 2
Pensqty 20
Clipboardqty 4
Table numbersqty 12

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 10 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salted peanuts - 3 bags
- Snack nuts - 3 bags
- Salted sticks - 3 bags
- Popcorn - 4 bags
- Mini pretzels - 3 bags
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 8 pieces
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Garlic sauce - 3 bottles
- Tzatziki - 3 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Marking baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- White rolls - 8 bags
- Wraps - 6 packs
- Young cheese - 3 kilos
- Brie - 1 kilo
- Hummus wraps - 30 pieces
- Chicken breast topping - 2 kilos
- Vegetarian spread - 6 tubs
- Butter - 2 packs
- Herb butter - 8 tubs
- Lettuce - 6 heads
- Arugula - 4 bags
- Eggs - 30 pieces
- Pancakes - 60 pieces
- Syrup - 3 bottles
- Powdered sugar - 2 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Cookies - 8 packs
- Chocolate bars - 40 pieces
- Herb mix - 3 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Lemon juice - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Disinfectant spray - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
Drink dispensersqty 4
Cooler cratesqty 6
Serving bowlsqty 16
Bread basketsqty 8
Coffee filtersqty 100
Drink cratesqty 10

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Trash binsqty 8
Rubber glovesqty 6

Tips

Allow at least one chair per expected audience member, then add 10% extra so late arrivals and volunteers can sit without moving rows. Keep a separate set of chairs for the changing room and dressing area.
Prepare one complete microphone and cable backup before the event starts. Keep spare batteries, extension cords, power strips, and audio cables together so a fault can be fixed within a few minutes.
Match your equipment to the registered performances at least 48 hours in advance. Acts using instruments or laptops may need DI boxes, extra inputs, monitor speakers, or a laptop connection.
For refreshments, count reusable drinking glasses, coffee cups, plates, and cutlery for the full audience, then add 15% extra. Put pitchers and serving trays out before the first performers arrive.
Set up stage sections, steps, lighting stands, and LED stage lights before the sound check. Leave clear access from the changing room to the stage and keep the run sheet, program boards, and audience information at the entrance.

Frequently asked questions

How many chairs do I need for an open stage?: Start with one chair per expected audience member and add 10% extra. For 80 guests, prepare about 88 chairs, plus separate chairs for performers, volunteers, and the changing room.
How many microphones are needed for an open stage?: The number depends on the program, but prepare one microphone for each simultaneous vocal or speaking position. Keep at least one spare microphone or backup option and check batteries before the sound check, ideally 2 hours before doors open.
How much tableware should I buy for an open stage?: Prepare one drinking glass, coffee cup, plate, and cutlery set per expected guest, then add 15% extra. For 80 guests, that means about 92 of each item if everything is reusable and washing during the event is not planned.
When should I buy supplies for an open stage?: Buy shelf-stable drinks, serving items, batteries, and disposable backups at least 3 days before the event. Buy fresh snacks no earlier than 1 day before, and complete the final shopping check after registrations and dietary requirements are confirmed.

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