How to organise a piano workshop

A piano workshop works best when the teaching plan, instrument and room are arranged in that order. Start by booking a suitable venue, a reliable piano and a teacher, then collect registrations and check each participant’s playing level before choosing pieces. Leave time for worksheets, music folders and equipment testing. On the day, tuning, seating, music stands, ventilation and refreshments need to be ready before the first player arrives.

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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 venue
2
Reserve piano
3
Book teacher
4
Compile program
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Inventory music levels
9
Select music pieces
10
Prepare worksheets
11
Confirm participant list
12
Determine catering quantities
13
Confirm piano tuning
14
Test the equipment
2 people
15
Do the shopping
2 people
16
Print handouts
17
Make name badges
18
Assemble music folders
19
Check the piano and equipment
2 people
20
Chill drinks
21
Ventilate room
22
Set up tables
2 people
23
Set up chairs
2 people
24
Set Up Piano
3 people
25
Set up music stands
2 people
26
Lay out worktops
27
Prepare coffee and tea
2 people
28
Set up the reception table

Event

29
Receive participants
2 people
30
Explain the program
31
Demonstrate basic techniques
32
Serve coffee break
2 people
33
Refill drinks
34
Lead the exercises
2 people
35
Set up the dinner buffet
3 people
36
Serve dinner
3 people
37
Clear the lunch dishes
2 people
38
Guide the team play
2 people
39
Guide the performances
2 people
40
Farewell and hand out materials
2 people

Aftercare

41
Turn off the piano
2 people
42
Store leftovers in the fridge
2 people
43
Collect waste
2 people
44
Wash dishes
2 people
45
Clean the room
2 people
46
Put furniture back
2 people
47
Pack up materials
2 people
48
Cover the piano
2 people
49
Return borrowed items
50
Process leftover groceries

What to bring

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

Furniture

Piano
Piano stool
Tablesqty 6
Chairsqty 24
Buffet tableqty 2
Coat racksqty 2

Equipment

Metronomesqty 6
Music standsqty 12
Headphonesqty 6
Keyboard
Keyboard stand
Extension cordsqty 4
Power stripsqty 4
Spare piano stool

Tableware

Platesqty 30
Coffee cupsqty 30
Drinking glassesqty 30
Knivesqty 30
Forksqty 30
Spoonsqty 30
Serving utensilsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Scissorsqty 2
Serving plattersqty 8
Serving trays with lidsqty 4
Trash binsqty 3

Decorations

Name badgesqty 24
Tableclothsqty 8
Piano decorationqty 2
Directional signsqty 4

Lighting

Desk lampsqty 6
Lamp extension cordsqty 2

Catering

Groceries

Tips

Book the piano and confirm its tuning separately from the venue. A piano that has not been checked at least a few days before the workshop can disrupt the entire session.
Ask about playing level and dietary requirements when people register, not in the final week. Use the responses to select pieces and calculate catering quantities before shopping.
Plan one music stand, chair and working place per active participant, then add at least one spare piano stool and a few extra chairs for the teacher or observers.
Test the keyboard, headphones, metronomes, extension cords and power strips with the room layout before participants arrive. Keep cables away from walkways and check that every power connection is accessible.
Set up tables, chairs, piano, music stands and folders before refreshments. Chill drinks and prepare coffee equipment only after the teaching area is clear, so food service does not take over the workshop space.

Frequently asked questions

How far in advance should I book a piano workshop venue?: Book the venue, piano and teacher at least 6 to 8 weeks ahead. This gives you time to open registrations, assess playing levels and select music that suits the group.
How do I choose music for a piano workshop?: Collect each participant’s playing level during registration and choose pieces at least 3 weeks before the workshop. Prepare one main piece and a simpler alternative when levels vary widely.
How many chairs and music stands do I need for a piano workshop?: Provide one chair and one music stand for every participant who will play at the same time, plus 2 to 3 spare chairs. Add a spare piano stool even if the venue already has one.
When should I check and tune the piano?: Check the piano and equipment 1 to 2 days before the workshop, and confirm tuning with the tuner or venue before the session starts. Test the instrument again during setup in case it was moved.

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