Piano concert checklist: what to arrange and when

A piano concert depends on more than booking a pianist and putting out chairs. You need to confirm the venue, piano and programme early, then coordinate invitations, registrations, catering and volunteers. The piano delivery and tuning need their own schedule, while sound, lighting and printed programmes should be tested before guests arrive. This checklist brings the work together so you can see what to arrange first and what is easy to leave too late.

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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

Confirm the concert date
Reserve venue
Confirm pianist
Compile program
2 people
Reserve piano
Book piano tuner
Book catering
Design invitations
Send invitations
2 people
Publish concert online
Process registrations
Collect dietary requirements
Assign volunteers
Share parking information
Have the program printed
Make name badges
Receive the piano repertoire
Test the equipment
2 people
Check groceries
Do the shopping
2 people
Set out the programs
Open venue
2 people
Inspect the rooms
2 people
Have the piano delivered
3 people
Have the piano tuned
Set up chairs
3 people
Set up tables
2 people
Mark the stage area
2 people
Set up the music stand
Set up lighting
2 people
Connect sound equipment
2 people
Test microphone
2 people
Set up the entrance
2 people
Set up catering
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Check toilets

Event

Open the doors
2 people
Welcome visitors
3 people
Hand out programs
2 people
Manage the cloakroom
2 people
Give the opening speech
Announce the pianist
Support the concert
2 people
Refill drinks
2 people
Serve break snacks
3 people
Serve coffee and tea
2 people
Guide second concert part
2 people
Moderate audience questions
Thank the pianist
See visitors out
3 people
Clear the cloakroom
2 people
Chill leftovers
2 people

Aftercare

Shield off the piano
2 people
Switch off equipment
2 people
Collect tableware
3 people
Wash dishes
2 people
Clear tables
2 people
Clear away chairs
3 people
Collect waste
2 people
Clean the rooms
3 people
Clean the restrooms
Remove decorations
2 people
Inventory materials
2 people
Arrange piano pickup
2 people
Return borrowed items
2 people
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 venue, pianist and concert date before preparing invitations. Keep the programme flexible until you have received the pianist’s final repertoire, then allow time to design and print it.
Schedule the piano delivery and tuning separately from the concert start. A tuned acoustic piano should be ready before the equipment test, not while guests are arriving.
Close registrations several days before the concert so you can collect dietary requirements, prepare name badges and give the caterer a reliable headcount.
Test the microphone, speakers, mixer, amplifier, cables and extension cords in the actual room. Check for power access and unwanted noise before setting out the chairs.
Plan the guest flow from the entrance to the seating area: put up parking and directional signs, prepare coat racks and hangers, and place programmes and water glasses before opening the venue.

Frequently asked questions

How far in advance should I book a pianist and venue for a piano concert?: Aim to confirm both at least 8 to 12 weeks before the concert. This leaves time to compile the programme, send invitations and arrange the piano, catering and technical equipment.
When should a piano be delivered and tuned before a concert?: Arrange delivery early enough for the piano to be tuned on the day before, or several hours before the concert at the latest. This gives you time to check the position, bench, music stand and room acoustics.
When should I close registrations for a piano concert?: Close registrations 3 to 5 days before the event. Use the final number for catering, seating, name badges and dietary requirements, while keeping a small allowance for last-minute changes.
How long before the concert should the venue open?: Open the venue at least 2 hours before the first guest arrives. Use that time to inspect the rooms, set out chairs and programmes, check groceries, test equipment and confirm that the piano is ready.

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