Piano recital checklist: what to arrange and when

A piano recital needs more than a piano and a list of performers. You need to secure the venue, allow time for tuning, confirm the programme, track registrations and prepare the room for both music and refreshments. This checklist puts those jobs in a practical order, including details that are easy to leave until the last minute, such as access, escape routes, printed programmes, dietary requirements and chilled drinks.

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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 venue
Schedule piano tuner
Compile the concert program
2 people
Confirm the setlist and timings
2 people
Design invitations
Send invitations
Process registrations
Collect dietary requirements
Have the program printed
Calculate catering quantities
Check the shopping list
2 people
Have the piano tuned
Update visitor list
Do the shopping
2 people
Sort programs
Prepare snacks
3 people
Chill drinks
Check the venue and escape routes
2 people
Arrange keys and access
Clean the room
2 people
Set up chairs
3 people
Set up tables
2 people
Position the piano and stool
3 people
Set up music and music stands
Set up lighting and mood lamps
2 people
Set up the cloakroom
2 people
Lay out the programs
Set up the coffee and tea station
2 people
Display snacks
2 people

Event

Staff the reception desk
2 people
Welcome visitors
2 people
Hand out programs
2 people
Serve break drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Manage the cloakroom
Guide visitors to the exit
2 people

Aftercare

Collect tableware
2 people
Wash dishes
2 people
Collect waste
2 people
Clear the hall
4 people
Put the tables and chairs back
3 people
Cover the piano
2 people
Leave venue clean
2 people
Return borrowed materials
2 people
Store remaining catering
Register lost and found items

What to bring

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

Furniture

Piano
Piano stool
Chairsqty 60
Tablesqty 6
Coat racksqty 2
Cloakroom stoolsqty 2

Equipment

Music stand
Piano lamp
Microphone
Microphone stand
Compact sound system
Extension cordsqty 4
Power stripsqty 3

Lighting

Atmosphere lightsqty 6
LED candlesqty 12

Decorations

Table runnersqty 6
Flower arrangementsqty 4
Welcome sign
Program board
Piano cover

Tableware

Coffee cupsqty 60
Water glassesqty 60
Cake platesqty 60
Teaspoonsqty 60
Cake forksqty 60
Serving traysqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 6
Measuring cupsqty 2

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mopsqty 2
Cleaning bucketsqty 2

Catering

Program bookletsqty 60
Name stickersqty 70
Pensqty 10
Groceries

Tips

Book the venue and arrange keys or access before sending invitations. Confirm when you can enter, where guests will sit, and when the piano, chairs, tables and music stands may be set up.
Schedule the piano tuner early enough to leave time for a final check before guests arrive. Reconfirm the appointment and make sure the piano stool, piano lamp and any microphone equipment are ready in the same room.
Close registrations before calculating catering quantities, then check dietary requirements and update the visitor list. For a two-hour recital, plan refreshments around the confirmed attendance rather than the number of invitations sent.
Print and sort the concert programmes before the event day. Confirm the setlist and timings with the performers, then place a programme board or welcome sign where guests can see it on arrival.
Finish the room setup before doors open: arrange chairs, position the piano and stool, test lighting and sound, and keep extension cords and power strips away from walkways. Chill drinks and prepare coffee equipment at least 30 minutes before guests arrive.

Frequently asked questions

How far in advance should I book a piano recital venue?: Book the venue at least 8 to 12 weeks before the recital, especially if you need a piano, access for setup and seating for a larger audience. Confirm the entry time and key arrangements when you book.
When should a piano be tuned before a recital?: Arrange tuning 1 to 2 weeks before the recital, then allow a final check on the day if the piano will be moved or the room temperature changes significantly. Keep the piano in its final position before the last tuning check.
How many chairs do I need for a piano recital?: Set out one chair per confirmed guest, plus 5 to 10% extra if the room allows. Finalise the visitor list 3 to 5 days before the recital so you can adjust seating and catering together.
When should I print the concert programmes?: Print the programmes 3 to 7 days before the recital, after the setlist, performer names and timings have been confirmed. Sort them before the event day so they can be placed quickly at the entrance.

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