What you need for an open stage

An open stage needs more than microphones and a place to perform. You will need drinks and tableware for the audience, a reliable sound setup, stage lighting, safe cable management and a few backstage basics. Count performers separately from spectators, because artists need access to microphones, monitor sound and a place to prepare. Use the plan’s shopping list alongside the confirmed programme so you can match equipment, refreshments and printed information to the number of registrations.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
Chairsqty 90
Tablesqty 10
Bar stoolsqty 4
Dressing room racksqty 2
Coat racksqty 2
Bollardsqty 8

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Monitor speaker
Laptop
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 12
Gaffer tapeqty 6

Lighting

LED stage lightsqty 6
Light standsqty 2
Atmosphere lightsqty 8
Light cablesqty 8

Tableware

Drinking glassesqty 120
Coffee cupsqty 60
Platesqty 100
Cake platesqty 100
Forksqty 100
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Bottle openersqty 3

Decorations

Stage backdrop
Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 10
Name badgesqty 100
Pensqty 20
Sticky tackqty 4

Cleaning

Waste binsqty 8
Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Towelsqty 12

Safety

First aid kit
Fire extinguisherqty 2
Emergency exit arrowsqty 10
Non-slip matsqty 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 - 4 liters
- Lemon tea - 6 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 24 cans
- Beer - 48 cans
- White wine - 6 bottles
- Red wine - 4 bottles
- Bubbly - 2 bottles
- Ice cubes - 10 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 bags
- Popcorn - 4 bags
- Salted breadsticks - 4 packs
- Rice cakes - 4 packs
- Crackers - 6 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 4 pieces
- Vegan sliced cheese - 4 packs
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 12
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Lemons - 8 pieces
- Mini sandwiches - 120 pieces
- Vegan sandwiches - 40 pieces
- Gluten-free crackers - 3 packs
- Gluten-free bread - 2 loaves
- Cookies - 8 packs
- Vegan cookies - 4 packs
- Brownies - 80 pieces
- Vegan brownies - 20 pieces
- Chocolate - 3 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olives - 4 jars
- Pickles - 3 jars
- Salt - 1 pack
- Pepper - 1 can
- Olive oil - 1 bottle
- Carbonation tablets - 1 box
- Stirrers - 300 pieces
- Wooden skewers - 300 pieces
- Paper straws - 200 pieces
- Coffee filters - 1 pack
- Parchment paper - 1 roll
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 12 rolls
- Trash bags - 4 rolls
- Pedal bin bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 4 packs
- Tissues - 6 boxes
- Bandages - 2 boxes

Tips

Plan drinks for the full evening, not just the first performance. As a starting point, allow two to three drinks per person for the first hour, then one to two drinks per person for each additional hour.
Check every performer’s technical requirements at least 7 days before the event. Confirm whether they need a wireless microphone, microphone stand, DI box, laptop connection or monitor speaker.
Bring more power and cable-management supplies than the equipment count suggests. Keep at least one spare extension cord and power strip available, and secure crossings with cable trays and gaffer tape before doors open.
Prepare tableware for both refreshments and cake if it is on the programme. Count one drinking glass and one coffee cup per expected guest, then add at least 10% extra for breakage, replacements and late arrivals.
Print the run sheet, programme and signs before setup day. Keep one run sheet at the sound desk, one backstage and one with the host so changes to performance times do not stop the show.

Frequently asked questions

What equipment do I need for an open stage?: At minimum, plan for active speakers, a mixing console, microphones, microphone stands, audio cables and a monitor speaker. Add DI boxes, a laptop or subwoofers when performers need instrument connections, playback or extra low-end sound.
How many drinks should I buy for an open stage?: For the first hour, calculate two to three drinks per person. For every additional hour, add one to two drinks per person, then include roughly 10% extra so you are not short during breaks.
How early should I check performers’ technical requirements?: Collect technical requirements at least 7 days before the open stage. Recheck the final list 1 to 2 days before setup, when you can still arrange missing cables, microphones or DI boxes.
How much tableware do I need for an open stage?: Start with one glass and one coffee cup per expected guest, plus one plate and cake plate if food is served. Add at least 10% extra tableware, and keep separate quantities for performers and crew if they arrive before the audience.

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