How to organise a piano concert from start to finish

A piano concert depends on a few details that are easy to leave too late: the venue, the instrument, the artist agreement and the audience capacity. Start by fixing the date and securing the venue, piano and tuner before you invite anyone. Then build the programme, manage registrations and plan the room around the piano and sightlines. The final week is for confirming suppliers, printing programmes and checking practical details; concert day is mainly setup, tuning, seating and hospitality.

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The plan, step by step

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

Preparations

1
Reserve concert venue
2
Reserve the piano and piano tuner
3
Set the concert date
4
Confirm artist contracts
5
Compile program
2 people
6
Determine audience capacity
7
Design invitations
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Determine catering quantities
2 people
12
Have the program printed
13
Carry out a site visit
2 people
14
Make seating plan
15
Confirm piano tuning
16
Assign volunteers
17
Confirm supplier agreements
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Lay out the programs
2 people

Event

23
Open venue
2 people
24
Have the piano tuned
25
Set up chairs
4 people
26
Set up tables
3 people
27
Set up the piano
3 people
28
Set up the music stand
29
Install lighting
2 people
30
Securely tuck away cables
2 people
31
Hang up decorations
3 people
32
Set up the reception table
2 people
33
Set up the catering buffet
3 people
34
Chill drinks
2 people
35
Prepare coffee and tea
2 people
36
Welcome performers
37
Run the sound check
2 people
38
Open the doors
3 people
39
Welcome visitors
3 people
40
Hand out programs
2 people
41
Support the concert
2 people
42
Refill drinks
2 people
43
Serve snacks
3 people
44
Wave goodbye to visitors
3 people

Aftercare

45
Collect tableware
3 people
46
Clean up catering
3 people
47
Clear away chairs and tables
4 people
48
Cover the piano
2 people
49
Collect waste
2 people
50
Clean the venue
3 people
51
Wash dishes
3 people
52
Check materials
2 people
53
Return borrowed materials
2 people
54
Store leftover catering
2 people

What to bring

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

Furniture

Chairsqty 70
Tablesqty 6
Dressing room racksqty 2
Reception desk
Buffet tablesqty 3

Equipment

Piano
Piano bench
Music stand
Piano lightsqty 2
Extension cordsqty 4
Power stripsqty 4
Cable matsqty 6

Lighting

Work lightsqty 2
LED ambient lightsqty 6

Tableware

Water glassesqty 80
Coffee cupsqty 70
Dessert platesqty 70
Forksqty 70
Teaspoonsqty 70
Serving traysqty 6
Water carafesqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Decorations

Tableclothsqty 6
Flower arrangementsqty 6
Welcome signsqty 3

Paper goods

Program bookletsqty 70
Name badgesqty 20

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Book the venue, piano and piano tuner before sending invitations. Schedule the tuning close to the performance, and confirm the appointment again during the final week.
Set the audience capacity from the room layout, not from the venue’s maximum occupancy. Allow space for the piano, piano bench, music stand, reception desk, aisles and comfortable chair rows.
Close registrations early enough to make a seating plan and order refreshments. A practical deadline is 5–7 days before the concert, especially if you need dietary requirements and catering quantities.
Carry out a site visit before the event and check power points, extension cords, cable mats, piano lights, work lights and access for setup. This is where missing equipment and awkward cable routes usually surface.
Give the concert-day team a timed handover: open the venue, set up chairs and tables, lay out programmes, chill drinks, prepare snacks and leave enough time for the piano tuning before doors open.

Frequently asked questions

How far in advance should I organise a piano concert?: Start at least 8–12 weeks ahead. Secure the venue, piano, tuner and artist first; invitations and registrations can follow once the date and capacity are confirmed.
When should a piano be tuned before a concert?: Arrange the final tuning on the concert day or within 24 hours beforehand, depending on the venue and tuner’s availability. Confirm the booking again about one week before the performance.
When should concert registrations close?: Close registrations 5–7 days before the concert. That gives you time to process the guest list, collect dietary requirements, make the seating plan and calculate drinks and snacks.
How long before the concert should volunteers arrive?: Have the setup team arrive 2–3 hours before doors open. This allows time for chairs, tables, reception materials, lighting, programmes, refreshments and a final check after the piano is tuned.

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