What you need for a piano concert

A piano concert needs more than a piano and chairs. You will also need practical items for the audience, performers, sound checks, refreshments and room setup. Plan seating for every registered guest, plus a clear route for coats and arrivals. Order printed programs, name badges and tableware early enough to check quantities before the venue opens. Use this list alongside your concert plan so missing cables, glasses or serving equipment do not become last-minute problems.

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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
- Coffee beans - 3 bags
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Grape juice - 3 packs
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Beer - 48 bottles
- Baguettes - 8 pieces
- Cream cheese - 6 tubs
- Herb butter - 4 tubs
- Hummus - 6 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Grapes - 4 kilos
- Apples - 50 pieces
- Cherry tomatoes - 3 kilos
- Cucumbers - 8 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Mini quiches - 120 pieces
- Vegetarian puff pastry snacks - 100 pieces
- Gluten-free crackers - 3 packs
- Vegan sandwiches - 20 pieces
- Butter - 500 grams
- Cookies - 6 packs
- Lemons - 10 pieces
- Ice cubes - 10 kilos
- Paper napkins - 300 pieces
- Paper cups - 150 pieces
- Stir sticks - 200 pieces
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfecting wipes - 3 packs

Tips

Count chairs, water glasses and printed programs against the expected guest total, then add about 10% spare capacity. Programs and name badges are easy to underestimate when registrations increase during the final week.
Confirm the piano setup with the venue before delivery: an acoustic piano needs a piano bench, enough clearance and a suitable power and lighting plan. Book tuning after delivery, ideally on the concert day or within 24 hours before it.
Treat the microphone, speakers and amplifier as one system. Check that the mixer, audio cables, extension cords and power strips are compatible, and test every connection at least 2 hours before guests arrive.
For coffee, cake and wine service, count one cup, plate and glass per expected guest, then keep 10% extra available. Arrange serving trays, coffee spoons and tablecloths before shopping so catering does not depend on venue supplies.
Do not leave arrival materials until the concert morning. Prepare the welcome sign, directional signs, coat racks, clothes hangers and name badges at least 1 day beforehand, especially if the venue has more than one entrance or room.

Frequently asked questions

What do I need to buy for a piano concert?: Plan for seating, an acoustic piano with bench, a music stand, sound equipment, lighting, printed programs, name badges and refreshments. For catering, include coffee cups, water and wine glasses, cake plates, serving trays and coffee spoons.
How many chairs and glasses do I need for a piano concert?: Provide one chair and one water glass per registered guest, then add about 10% spare capacity. For 80 guests, that means at least 88 chairs and 88 water glasses, before counting performers or volunteers.
When should a piano be tuned before a concert?: Have the piano tuned after it has been delivered and settled in the venue. Schedule the tuning on the concert day or within 24 hours before the performance, and leave time afterward for a short sound check.
How early should I prepare the equipment for a piano concert?: Have the piano, microphone, speakers, mixer, cables and lighting available for testing at least 2 hours before doors open. Prepare programs, signs, badges and tableware at least 1 day earlier so you can replace missing items.

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