Piano recital shopping list

A piano recital needs more than a piano and chairs. Your shopping list also covers the details that keep arrivals, refreshments, seating and the cloakroom running smoothly. Plan tableware for every registered guest, plus a small buffer, and prepare printed programs, name stickers and route signs before the day itself. Drinks and fresh catering need separate timing: buy shelf-stable supplies early, then collect anything fresh close to the recital.

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What to bring

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

Furniture

Chairsqty 90
Reception tablesqty 3
Coat racksqty 2

Equipment

Piano
Piano bench
Music standsqty 2
Sheet music standsqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

LED table lampsqty 4

Tableware

Coffee cupsqty 90
Water glassesqty 90
Dessert platesqty 90
Pastry forksqty 90
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 6
Coffee spoonsqty 12

Decorations

Flower arrangementsqty 3
Table runnersqty 3
Route signsqty 4
Cloakroom numbersqty 100

Catering

Programsqty 100
Name stickersqty 100
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lactose-free milk - 2 liters
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 cans
- Coke Zero - 12 cans
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 12 pieces
- Fresh mint - 4 bunches
- Mini croissants - 100 pieces
- Mini apple turnovers - 100 pieces
- Butter cookies - 3 kilograms
- Gluten-free cookies - 4 packs
- Vegan mini pastries - 20 pieces
- Apples - 40 pieces
- Grapes - 4 kilograms
- Dark chocolate - 2 kilograms
- Snack mix - 2 kilogram
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Large trash bags - 2 rolls
- PMD waste bags - 1 roll
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Freezer bags - 1 box
- Wet wipes - 2 packs

Cleaning

Waste binsqty 4
Recycling binsqty 2
Mop set
Broom and dustpan
Microfiber clothsqty 12
Washing-up bowlsqty 2

Tips

Count coffee cups, water glasses, dessert plates and pastry forks against your registration total, then add roughly 10% so a few extras are available. Do not forget serving trays for moving pastries and drinks efficiently.
Allow two drinks per guest for the first hour: typically coffee or tea plus water. Prepare thermos flasks and water jugs before guests arrive, and keep extra coffee spoons near the serving point.
Print one program per registered guest and add 10 spare copies for late registrations, damaged sheets or musicians’ needs. Put name stickers and route signs with the programs so they are not left behind during setup.
Check power needs before buying or packing extension cords, power strips and LED table lamps. Keep cables away from walkways and test every lamp at least one hour before doors open.
Prepare cleaning supplies before the audience arrives, not after the recital. Keep waste bins, recycling bins, a broom and dustpan, microfiber cloths and a mop set accessible for spills and the post-event reset.

Frequently asked questions

What do I need to buy for a piano recital?: Plan for drinks, coffee cups, water glasses, dessert plates, pastry forks and serving trays, along with printed programs, name stickers and route signs. You may also need LED table lamps, extension cords, power strips and cleaning supplies. Match quantities to your registration count and add about 10% for disposables and printed materials.
How many programs should I print for a piano recital?: Print one program for each registered guest, plus 10 extra copies. The spare programs cover late arrivals, damaged copies and musicians or volunteers who need one.
How much coffee and water do I need for a piano recital?: Allow about two drinks per guest for the first hour, including coffee, tea or water. Prepare enough cups and glasses for the full audience, then add a 10% buffer for refills and breakage.
When should I buy supplies for a piano recital?: Buy non-perishable tableware, lamps, signs, programs and cleaning supplies several days in advance. Collect fresh catering on the day of the recital, ideally shortly before setup, and check the full shopping list at least one day earlier.

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