How to organise a piano concert from start to finish

A piano concert runs smoothly when the artistic and practical planning follow the same order. Confirm the date, venue and pianist first, then secure the piano and book tuning before publishing the programme. Allow time for registrations, dietary requirements, volunteers and printed materials. On the day, inspect the rooms, test the sound equipment, receive and tune the piano, and set out seating, programmes and refreshments before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm the concert date
2
Reserve venue
3
Confirm pianist
4
Compile program
2 people
5
Reserve piano
6
Book piano tuner
7
Book catering
8
Design invitations
9
Send invitations
2 people
10
Publish concert online
11
Process registrations
12
Collect dietary requirements
13
Assign volunteers
14
Share parking information
15
Have the program printed
16
Make name badges
17
Receive the piano repertoire
18
Test the equipment
2 people
19
Check groceries
20
Do the shopping
2 people
21
Set out the programs
22
Open venue
2 people
23
Inspect the rooms
2 people
24
Have the piano delivered
3 people
25
Have the piano tuned
26
Set up chairs
3 people
27
Set up tables
2 people
28
Mark the stage area
2 people
29
Set up the music stand
30
Set up lighting
2 people
31
Connect sound equipment
2 people
32
Test microphone
2 people
33
Set up the entrance
2 people
34
Set up catering
2 people
35
Chill drinks
2 people
36
Prepare coffee and tea
2 people
37
Prepare snacks
3 people
38
Check toilets

Event

39
Open the doors
2 people
40
Welcome visitors
3 people
41
Hand out programs
2 people
42
Manage the cloakroom
2 people
43
Give the opening speech
44
Announce the pianist
45
Support the concert
2 people
46
Refill drinks
2 people
47
Serve break snacks
3 people
48
Serve coffee and tea
2 people
49
Guide second concert part
2 people
50
Moderate audience questions
51
Thank the pianist
52
See visitors out
3 people
53
Clear the cloakroom
2 people
54
Chill leftovers
2 people

Aftercare

55
Shield off the piano
2 people
56
Switch off equipment
2 people
57
Collect tableware
3 people
58
Wash dishes
2 people
59
Clear tables
2 people
60
Clear away chairs
3 people
61
Collect waste
2 people
62
Clean the rooms
3 people
63
Clean the restrooms
64
Remove decorations
2 people
65
Inventory materials
2 people
66
Arrange piano pickup
2 people
67
Return borrowed items
2 people
68
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 110
Tablesqty 8
Clothes hangersqty 120
Coat racksqty 3

Equipment

Acoustic piano
Piano bench
Music stand
Wireless microphone
Microphone stand
Speakersqty 2
Amplifier
Mixer
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4

Lighting

Stage lightsqty 4
Atmosphere lightsqty 6
Batteriesqty 24

Decorations

Tableclothqty 8
Flower arrangementsqty 4
Welcome sign
Directional signsqty 6
Name badgesqty 12

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Cake platesqty 100
Coffee spoonsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Vacuum cleaner
Hand broomsqty 2
Waste binsqty 6

Catering

Groceries

Tips

Confirm the piano and venue before sending invitations. Check that the room can accommodate the piano, piano bench, music stand, chairs and any required speakers without blocking entrances or sightlines.
Book the piano tuner for the concert day, not just the delivery date. Leave a buffer of at least 2 hours between tuning and the first performance so the instrument can settle and any adjustments can be made.
Set a registration deadline around 7 days before the concert. Use the final guest list to prepare name badges, seating, parking information, dietary notes and the amount of coffee, water and catering required.
Treat the programme as a production item. Get the pianist’s repertoire early enough to proof and print the programme, then keep a small spare stack at the entrance in case several copies are taken per guest.
Schedule the room setup before doors open. Allow at least 90 minutes to inspect the rooms, arrange chairs and tables, test the microphone and audio cables, check lighting, place directional signs and prepare the welcome area.

Frequently asked questions

How far in advance should I organise a piano concert?: Start at least 8 to 12 weeks before the concert. Confirm the date, venue and pianist first; then arrange the piano, tuner, catering, invitations and online registration.
When should a piano be tuned before a concert?: Have the piano tuned on the day of the concert, ideally 2 to 4 hours before the first performance. This leaves time for the instrument to settle and for the pianist to check it.
When should I send piano concert invitations?: Send invitations 4 to 6 weeks before the concert, once the date, venue and pianist are confirmed. Set an RSVP deadline about 7 days before the event so you can finalise catering and seating.
How much time is needed to set up a piano concert venue?: Allow at least 90 minutes for setup, plus the piano delivery and tuning window. Use that time to inspect the rooms, arrange chairs, test equipment, place programmes and prepare refreshments.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.