What you need for a piano concert

A piano concert needs more than a piano and chairs. Plan the audience setup, performer area, lighting, reception point and refreshments together so nothing is missing on the day. Use this list to check quantities before shopping: allow one chair per registered guest, one program booklet per attendee plus 10% spare, and enough glasses and cups for the full interval service. Confirm the piano, bench, music stand and piano lights before the venue opens.

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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
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 cartons
- Coffee - 4 packs
- Black tea - 1 box
- Herbal tea - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Granulated sugar - 2 kilograms
- Sweetener - 1 box
- Mini water bottles - 70 pieces
- Mini bake-off rolls - 90 pieces
- Gluten-free sandwiches - 12 pieces
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Back ham - 1,5 kilogram
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Cucumbers - 2 kilograms
- Vine tomatoes - 2 kilograms
- Arugula - 500 grams
- Grapes - 4 kilograms
- Apples - 60 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted breadsticks - 4 packs
- Butter cookies - 6 packs
- Dark chocolate - 1 kilogram
- Nut mix - 1 kilogram
- Paper napkins - 200 pieces
- Coffee filters - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Hand soap - 3 bottles

Tips

Count chairs from the registration list and add 5–10% spare seats. Keep a clear route to the piano and leave enough space for the performer to sit and move comfortably.
Prepare one printed program booklet per guest, then add at least 10% extra for late registrations, replacements and staff. Put them at the reception desk before doors open.
For water, plan at least 500 ml per person for the concert and interval. Set out carafes and glasses before guests arrive, and keep additional water available backstage.
Check every extension cord, power strip and cable mat during the site visit, at least one day before the concert. Cover cables across walkways rather than leaving them loose near the piano or audience.
Buy and prepare interval snacks according to confirmed registrations, including dietary requirements. Chill drinks several hours before opening and place serving trays, tongs, plates and teaspoons together at the buffet tables.

Frequently asked questions

How many chairs do I need for a piano concert?: Provide one chair for every confirmed guest, then add 5–10% spare capacity. For 80 registered guests, prepare 84–88 chairs if the venue allows it.
How many concert programs should I print?: Print one program booklet per expected attendee plus 10% spare. For 100 guests, that means 110 booklets, with a few reserved for performers and venue staff.
How much water should I buy for a piano concert?: Allow at least 500 ml per person for the concert and interval, plus extra water for the pianist and staff. For 80 guests, plan on at least 40 litres in total.
When should I chill drinks for the concert?: Chill drinks several hours before the venue opens; overnight is safer for a large audience. Check the stock and serving area during setup so replacements are cold before the interval.

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