What you need for an open stage

An open stage needs more than microphones and a place to perform. You need a clear stage setup, reliable sound connections, enough seating, and a simple way to serve drinks and refreshments. Plan the quantities around your expected audience and the number of performers, then check technical equipment before shopping. Drinks should be chilled in time, printed schedules should be ready before doors open, and cables need safe routes through the room.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Chairsqty 110
Tablesqty 8
Stoolsqty 6
Coat racksqty 2

Equipment

Active speakersqty 2
Mixing console
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music player
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6

Lighting

Stage spotlightsqty 4
Mood lightingqty 4
Cable matsqty 6

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 8
Serving spoonsqty 8

Decorations

Stage drapesqty 3
Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 4
Name badgesqty 30
Program standsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2

Safety

First aid kit
Fire extinguishersqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 6 pieces
- Mineral water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 4 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Mixed nuts - 3 bags
- Olives - 4 jars
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Bell peppers - 12 pieces
- Grapes - 3 kilograms
- Apples - 30 pieces
- Bananas - 20 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Baguettes - 8 pieces
- Mini wraps - 6 packs
- Young cheese - 2 kilograms
- Vegetarian spread - 6 tubs
- Butter - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paper napkins - 400 pieces
- Coffee filters - 2 packs
- Ice cubes - 10 kilograms
- Disposable cups - 150 pieces
- Wooden stirrers - 200 pieces
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Allow at least one microphone per speaking or singing position, plus one spare if several performers are sharing the stage. Match microphones with enough stands, audio cables, and DI boxes for instruments.
Count chairs for the expected audience and add a few stools or spare seats for performers waiting nearby. Set up coat racks before guests arrive, especially if the event takes place in a cool season.
Prepare roughly two to three drinks per person for the first hour, then adjust for the planned duration. Chill bottled and canned drinks several hours ahead and use coolers if the refrigerator cannot hold everything.
Use one power strip and extension cord for each separate equipment area, while keeping spare cables available. Cover cables crossing walkways with cable mats before the sound check starts.
Plan tableware for the full audience rather than only the performers: one glass, coffee cup, plate, and cutlery set per person, plus around 10% extra. Put serving platters and serving spoons out before food or snacks arrive.

Frequently asked questions

What equipment do I need for an open stage?: You typically need active speakers, a mixing console, microphones, microphone stands, audio cables, DI boxes, and a music player. Check the setup at least 2 hours before doors open so there is time to replace missing connections or faulty equipment.
How many microphones do I need for an open stage?: Start with one microphone for each simultaneous performer or speaking position, then add 1 spare microphone for every 5 to 10 performers. The final number depends on whether acts perform alone or share the stage.
How many drinks should I buy for an open stage?: Allow 2 to 3 drinks per person for the first hour, then 1 to 2 drinks per person for each additional hour. Add about 10% extra if attendance is uncertain, and chill the drinks at least 4 hours beforehand.
How much tableware do I need for an open stage?: Prepare 1 glass, coffee cup, plate, and cutlery set per expected guest, plus 10% extra. For 50 guests, that means 55 of each item so replacements are available during the event.

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