Piano concert checklist and planning guide

A piano concert needs more than a booked venue and a performer. You need to coordinate the piano and tuner, confirm artist contracts, set audience capacity, manage registrations and prepare the room for both music and guests. Start with the venue, date and suppliers, then move through the programme, invitations, seating and catering. The final checks should cover tuning, lighting, cables, printed programmes, refreshments and volunteer responsibilities.

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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

Reserve concert venue
Reserve the piano and piano tuner
Set the concert date
Confirm artist contracts
Compile program
2 people
Determine audience capacity
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine catering quantities
2 people
Have the program printed
Carry out a site visit
2 people
Make seating plan
Confirm piano tuning
Assign volunteers
Confirm supplier agreements
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out the programs
2 people

Event

Open venue
2 people
Have the piano tuned
Set up chairs
4 people
Set up tables
3 people
Set up the piano
3 people
Set up the music stand
Install lighting
2 people
Securely tuck away cables
2 people
Hang up decorations
3 people
Set up the reception table
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Welcome performers
Run the sound check
2 people
Open the doors
3 people
Welcome visitors
3 people
Hand out programs
2 people
Support the concert
2 people
Refill drinks
2 people
Serve snacks
3 people
Wave goodbye to visitors
3 people

Aftercare

Collect tableware
3 people
Clean up catering
3 people
Clear away chairs and tables
4 people
Cover the piano
2 people
Collect waste
2 people
Clean the venue
3 people
Wash dishes
3 people
Check materials
2 people
Return borrowed materials
2 people
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 piano and piano tuner at the same time as the venue. Confirm the tuning appointment again close to the concert, then allow time on the day for the piano to be tuned before doors open.
Set the audience capacity before sending invitations. Base it on the available chairs, clear access routes and the space needed around the piano, bench, music stand and piano lights.
Send invitations only after the programme, registration process and response deadline are clear. Review registrations several days before the concert so you can finalise the seating plan and prepare name badges if needed.
Plan refreshments from the registration numbers rather than guessing. Chill drinks before opening time, prepare snacks in advance and check that you have enough water glasses, coffee cups, plates and serving utensils.
Assign volunteers to specific jobs and times, not just general support. One person should oversee reception, another the seating and programme booklets, while someone checks the piano, cables, lighting and room before guests arrive.

Frequently asked questions

How far in advance should I organise a piano concert?: Start booking the venue, pianist and piano tuner at least 8 to 12 weeks ahead. This gives you time to confirm contracts, publish the programme, send invitations and process registrations before the concert date.
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 tuner’s recommendation and venue conditions. Confirm the appointment at least 7 days in advance so a replacement can be found if necessary.
How many seats should I prepare for a piano concert?: Prepare one chair per confirmed guest, plus around 5 to 10 percent extra if the venue allows it. Finalise the seating plan 2 to 3 days before the concert, after checking registrations and access requirements.
When should I print the concert programmes?: Print the programmes after the artist has approved the final running order and at least 3 to 5 days before the concert. Keep a small surplus, such as 10 extra copies per 100 guests, for late arrivals or damaged copies.

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