How to Create a Stage Plot & Input List to Communicate with Venues

Stop Guessing, Start Playing – How a clear stage plot and input list prevent pre-show chaos

Soundcheck was supposed to start 10 minutes ago, but instead, the stage is a mess. The guitarist is searching for an extra outlet, the drummer’s kit is awkwardly set up in the wrong spot, and the sound tech is asking, “Where do you want this monitor?” Everyone’s guessing, tempers are fraying, and time is ticking. Now imagine a different scene: your band arrives and the drum rug is already center stage, the amps are roughly where you marked them, and the tech hands you a cable labeled for your guitar. You sail through setup with time to spare. The difference? You handed the venue a clear stage plot and input list a week before. These simple documents turned pre-show chaos into a smooth, professional setup.

From Chaos to Clarity: Why Planning Matters

Speak the Same Language

Think of a stage plot and input list as a language that both your band and the venue crew understand. Instead of trying to explain your needs in the noise of load-in, these documents do the talking. They show the staff exactly what you need and where. It’s like giving everyone the same playbook so no one has to guess what goes where or which mic goes to who. When you communicate in this clear, standardized way, you and the venue are immediately on the same page, setting the tone for a cooperative, stress-free setup.

Professional First Impression

When you send a stage plot and input list ahead of a show, you’re sending a message: this band has their act together. Venue managers and sound crews often deal with disorganized artists; by being the band that shows up prepared, you instantly earn their respect. It’s like showing up to a job interview with a polished resume. That professional impression can translate into extra help from the crew, better sound, and sometimes even invites to come back. Simply put, it shows you value everyone’s time – including your own – and that goes a long way in the live music world.

Saving Time

In live shows, time is always tight. Maybe the doors open at 7 and you only got access at 6 – that hour flies by. A stage plot and input list can save precious minutes (or even hours). The crew isn’t wasting time figuring out how to squeeze your keyboard in or which mic to use for the cajón; they already have a plan from your documents. Soundcheck can start earlier and go smoother because everything and everyone is where they need to be. And saved time often means less pre-show anxiety, giving you a few moments to breathe, focus, or even chat with fans before you play.

Reducing Errors

Miscommunication can lead to big mistakes – the kind that can derail a show. Ever had the bass amp plugged into the wrong DI, or the wrong microphone placed in front of the guitar amp? With a clear stage plot and input list, those mix-ups are far less likely. The crew knows exactly which instrument goes into which channel and where on stage each member stands. That means fewer last-minute changes or “Oh no, I can’t hear the keyboard” moments. Reducing these errors makes your setup more reliable. It’s like double-checking your homework – a little effort up front prevents a lot of headaches later.

Drawing Your Show: Stage Plot 101

Stage at a Glance

A stage plot is basically a bird’s-eye view of your stage. Imagine looking down from above and sketching out where every band member and piece of gear is placed. It doesn’t need to be artistic – stick figures and simple icons work just fine. The point is that someone who’s never seen your band before can glance at it and instantly understand your setup. Who stands where? Where’s the drum kit? Where do the amps go? A good stage plot answers these questions at a glance, giving the venue a quick snapshot of your show’s layout.

What to Include

In a stage plot include: - Every band member's location on stage (with labels like 'Lead Vocals', 'Guitarist') - Instruments and gear (drum kit, amps, keyboard, etc.) positioned where they will be - Microphones (for vocals or instruments) and stands - Monitors (speaker wedges) for each member - Any special items (like a table for a laptop or an extra percussion setup)

Clear and Simple

A stage plot isn’t the place to get fancy – clarity wins over artistic flair. Use simple shapes or symbols: e.g., a square for an amp, an 'X' for a microphone, and labels for each person and item. Make sure it’s not cluttered: if someone has to squint or decipher codes to understand it, it’s too complex. One page, clearly labeled, is all you need. The goal is that anyone can read it in a few seconds and set up the stage accurately, without a dozen follow-up questions.

Easy Creation Tools

You don’t need professional drafting software to make a good stage plot. Many musicians sketch it by hand on paper, then scan or snap a photo to send to venues – totally fine as long as it’s neat. There are also free tools and templates online specifically for stage plots where you can drag and drop icons for drum kits and amps. Even software like PowerPoint or Google Slides can work in a pinch: you drop some shapes and text labels and voila! The key is to update it whenever your setup changes (new band member, different gear) so it always reflects your current show. Creating a stage plot is a one-time effort that you can reuse and tweak as your band evolves.

Input List 101: Channel by Channel

List Every Input

An input list is like the companion to your stage plot, but instead of visuals, it’s all about the details of your sound channels. Essentially, it’s a numbered list of every sound source your band uses on stage. Think of it as telling the sound engineer, “Here’s what we’re plugging in, in the order we’re plugging it.” For example, line 1 might be Lead Vocal Mic, line 2 Guitar Amp Mic, line 3 Keyboard DI, and so on. By listing each input, you ensure nothing gets missed. It also helps the venue prepare – they can see if they have enough mics and DI boxes for your show ahead of time.

Include Key Details

When writing your input list, include details that help the sound crew understand your needs: - Instrument or source name and who it belongs to (e.g., 'Vocal – Alex', 'Guitar Amp – Sam') - The type of input (mic or direct line). If it's a direct line, say if you need a DI box or if you bring one - Any special requirements (does that acoustic guitar need phantom power? Is the keyboard stereo requiring two channels?) - Preferred mic if you have one (e.g., 'kick drum – use Beta 52 if available') These details act like a cheat sheet for the engineer, so they set up exactly what you need without guesswork.

Stay Organized

Order the list in a logical way. Some bands list inputs from left to right as they face the audience (so the leftmost person on stage is input 1, and so on). Others group by type: all drums first, then guitars, then vocals. There’s no strict rule, but make it consistent and easy to follow. Number each line clearly, and make sure those numbers correspond to the channels on the mixing board if possible. A well-organized input list means setup and soundcheck flow smoothly because everyone knows “what’s channel 5” without hesitation.

Double-Check Everything

Before sending off your input list, cross-check it with your stage setup. It’s easy to forget that second guitar mic or the fact that the keyboard has two outputs for stereo. Imagine going through your performance and list what’s being used at any given time to catch anything you missed. Also, update the list when things change – if you add a new pedalboard that requires a DI, add it to the list. Double-checking ensures your list is accurate, which means the venue can prepare exactly the gear and channels you need. The more accurate your info, the fewer surprises on show day.

From Plan to Performance: Using Your Plot & List

Share in Advance

Once you have these documents, don’t keep them to yourself – send them to the venue or promoter well before the show. A week ahead is a good rule of thumb, but even a couple of days can help. Most venues will appreciate having this info in advance because it lets them prepare the stage layout and check they have enough equipment. You can usually email it over with a simple note: 'Hey, looking forward to the show! Attached is our stage plot and input list.' By show day, the staff will have a game plan and maybe even some of your gear set up when you arrive.

Update for Each Show

Tailor your stage plot and input list if needed for different venues. For example, if one venue has a much smaller stage, you might shrink the drum kit setup on the plot to what will actually fit there. If you’re doing an acoustic set one night (no drum kit, maybe cajón instead), update the documents to match. It might feel tedious to tweak and save multiple versions, but it ensures accuracy. Bringing the exact same plot for every single show can cause confusion if the reality on stage is different. Keep a few versions if necessary, and clearly label them for which type of show or setup they’re for.

Discuss on Arrival

When you get to the venue, find the sound engineer or stage manager and go over your plot and input list together. This doesn’t have to be lengthy – a quick walkthrough to confirm everything is as expected. They might say, 'We don’t have a DI for an acoustic guitar on Channel 4, can we use Channel 5?' and you can adjust on the fly. Because you gave them a starting point, this conversation is short and sweet, and ensures everyone agrees on the setup. It’s your chance to address any questions and show that you’re flexible if changes are needed. A brief chat can prevent miscommunication and set a cooperative tone.

Enjoy a Smooth Setup

With all the planning done, you get to do the best part – enjoy the show. Setup becomes so much smoother that you might find yourself with extra time before playing. Use it to center yourself, warm up, or greet some early fans. Knowing that you’ve communicated clearly with the venue means you can take the stage with confidence in the technical side of things. Less last-minute scrambling translates to more focus and energy for your performance. In the end, a stage plot and input list aren’t just paperwork – they’re your passport to a stress-free setup and a killer show.