What you need for an open stage

An open stage needs more than microphones and a room. You’ll need a reliable sound setup, enough seating, clear lighting, tableware for refreshments, and practical items for performers and volunteers. Use this list to check what must be bought, borrowed, or brought in before the venue opens. Pay particular attention to cables, power, microphone stands, and serving supplies: these are easy to overlook and difficult to replace at the last minute.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 120
Stage sectionsqty 6
Stoolsqty 4
High tablesqty 4
Coat rackqty 2

Equipment

Mixer
Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Laptop
Music standsqty 4

Lighting

LED lampsqty 6
Light standsqty 2
Mood lightingqty 4
Batteriesqty 24

Decorations

Stage curtain
Buntingqty 6
Balloonsqty 100
Balloon pump
Program postersqty 8
Tableclothsqty 8

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Coffee potsqty 3
Teapotsqty 2

Kitchen

Coolersqty 4
Serving plattersqty 12
Serving tongsqty 6
Cutting boardsqty 2
Knivesqty 4
Thermos flasksqty 4
Kettlesqty 2

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Iced tea - 6 bottles
- Sparkling water - 8 bottles
- Still water - 10 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 6 bottles
- White wine - 6 bottles
- Sparkling wine - 3 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Snack mix - 4 bags
- Snack mix - 4 bags
- Cheese cubes - 3 kilo
- Brie - 1 kilo
- Grapes - 4 kilos
- Apples - 40 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 2 kilos
- Baguettes - 12 pieces
- Toast - 12 packs
- Butter - 2 kilos
- Herb butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetarian spreads - 6 tubs
- Gluten-free crackers - 3 packs
- Vegan cookies - 4 packs
- Stir sticks - 200 pieces
- 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
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Labels - 2 packs
- Waterproof markers - 2 packs
- Tape - 6 rolls
- Cable ties - 100 pieces
- Cable markers - 1 pack
- Bandages - 2 boxes
- Disposable cutlery - 50 sets
- Paper plates - 50 pieces
- Baking paper - 2 rolls
- Ice cubes - 15 kilos
- Ignition batteries - 12 pieces
- Pens - 20 pieces
- Name stickers - 150 pieces
- Wristbands - 150 pieces

Tips

Plan at least 1 microphone and 1 microphone stand for each performer who needs to speak or sing at the same time. Keep 1 spare microphone and stand available if the program includes several acts.
Count your power needs before shopping. Allow at least 1 power strip and 1 extension cord near the audio setup, plus 1 spare of each for equipment placed farther from the sockets.
For a seated audience, prepare 1 chair per expected guest and keep several extra chairs aside for late arrivals, performers, and volunteers. Add stools if the program includes acoustic acts or informal performances.
Provide 1 glass per guest for cold drinks, 1 coffee cup per coffee or tea drinker, and enough plates and cutlery for the catering service. Add a small reserve so volunteers do not need to wash items during the program.
Check lighting and stage items at least 1 day before the event. Test LED lamps, replace or charge batteries, and confirm that stage sections, music stands, and the stage curtain fit the performance area.

Frequently asked questions

What equipment do I need for an open stage?: At minimum, plan for a mixer, speakers, microphones, microphone stands, DI boxes, audio cables, extension cords, and power strips. Keep at least 1 spare microphone and 1 spare cable available if several performers are scheduled.
How many chairs do I need for an open stage?: Prepare 1 chair for every expected audience member, then add 5 to 10 extra chairs for performers, volunteers, and late arrivals. Reserve separate stools when performers need to sit on stage.
How many glasses and cups should I buy for an open stage?: Allow 1 glass per guest for cold drinks and 1 coffee cup per person expected to drink coffee or tea. Add 10% extra tableware so you are covered for breakages and unexpected guests.
When should I check the open stage equipment?: Check all audio, lighting, furniture, and serving items at least 1 day before the event. Test the microphones and speakers, inspect every cable, and confirm that the stage layout fits the venue before setup begins.

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