What you need for an open stage

An open stage needs more than microphones and chairs. You need a reliable sound setup, clear stage lighting, safe cable management, and enough serving equipment for performers, guests, and volunteers. Use this list to check what must be bought, borrowed, or brought in before the event. Confirm quantities against your expected audience, the number of acts, and the venue’s existing equipment at least one week before setup.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Tableclothsqty 8
Clothing rack

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Music player
Extension cordsqty 6
Power stripsqty 5
Gaffer tapeqty 2
Cable traysqty 6
Instrument standsqty 4

Lighting

LED spotlightsqty 4
String lightsqty 3
Light standsqty 2

Tableware

Reusable glassesqty 80
Reusable cupsqty 80
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 30
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Pliersqty 4
Thermos flasksqty 4

Decorations

Stage backdrop
Buntingqty 6
Table décorqty 8

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4
Toilet brushesqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea bags - 100 pieces
- Black tea - 40 bags
- Herbal tea - 30 bags
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 8 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 2 bags
- Party nuts - 3 bags
- Salty breadsticks - 3 bags
- Mini cucumbers - 3 packs
- Cherry tomatoes - 3 packs
- Grapes - 3 kilograms
- Apples - 30 pieces
- Bananas - 20 pieces
- Crackers - 5 packs
- Baguettes - 8 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1 kilogram
- Chicken breast spread - 500 grams
- Vegan toppings - 500 grams
- Cucumber - 5 pieces
- Herb butter - 4 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Bandages - 2 boxes

Tips

Plan at least one microphone per speaking or singing position, plus one spare if several performers are sharing the stage. Check whether instruments need DI boxes before you shop.
Count chairs for the full audience and add 5–10% extra for late arrivals or damaged seats. Match the number of tables, tablecloths, serving trays, and reusable tableware to the areas where food and drinks will be served.
Allow enough extension cords and power strips for the mixer, active speakers, music player, LED spotlights, and other powered equipment. Keep gaffer tape and cable trays on the same shopping list so cables can be secured before doors open.
For refreshments, count reusable glasses or cups for the audience and performers separately from coffee cups. Coffee machines, kettles, coolers, and thermos flasks should cover the busiest serving period, not just the opening hour.
Check backstage needs before the day itself: instrument stands, a clothing rack, serving spoons, cutlery sets, plates, and spare lighting stands are easy to overlook when the focus is on registering acts and testing microphones.

Frequently asked questions

What equipment do I need for an open stage?: At minimum, plan for active speakers, a mixer, microphones, microphone stands, a music player, extension cords, power strips, and gaffer tape. Add DI boxes and instrument stands when performers bring instruments, and test the complete setup at least one day before the event.
How many microphones do I need for an open mic night?: Use one microphone for each simultaneous vocal or speaking position. For a mixed open stage, two microphones usually cover introductions and most acts; add a spare when the program has many performers or quick changes between acts.
How much tableware do I need for an open stage?: Provide at least one reusable cup or glass per expected guest, plus a separate supply of coffee cups for hot drinks. Add 10–15% extra plates, cutlery, and cups so you are covered during the busiest service period and do not need to wash items mid-event.
When should I buy supplies for an open stage?: Finalize the shopping list at least one week before the event, after registrations and dietary requirements are known. Buy or borrow equipment earlier if it needs testing, and complete the food, drinks, and disposable replacement check two to three days before setup.

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