What to Buy for a Piano Recital

A piano recital needs more than a piano and a printed programme. This shopping list covers the practical items that keep guests comfortable, help the performer read the music, and make refreshments easy to serve. Plan seating, lighting, drinks and tableware around your confirmed visitor list rather than guessing on the day. Several items, including the piano tuner, sound equipment and printed programmes, need arranging before the final shopping trip.

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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
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Coffee creamer - 2 packs
- White sugar - 1 kilo
- Sweetener - 1 box
- Honey - 1 jar
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 8 pieces
- Ice cubes - 4 bags
- Butter - 500 grams
- Young cheese - 1 kilo
- Brie - 500 grams
- Hummus - 4 tubs
- Cucumber - 4 pieces
- Cherry tomatoes - 1 kilo
- Grapes - 2 kilos
- Apples - 30 pieces
- Baby carrots - 1 kilo
- Crackers - 8 packs
- Baguettes - 8 pieces
- Whole grain bread - 4 loaves
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 1 kilo
- Cookies - 6 packs
- Mini butter cookies - 60 pieces
- Allergy-free cookies - 2 packs
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Coffee filters - 2 packs
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Toilet soap - 4 bottles
- Hand sanitizer - 3 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan one chair per registered guest, plus two or three spare chairs if the room allows. Add coat racks and cloakroom stools before invitations go out if guests will arrive in coats.
For refreshments, allow two drinks per person for the first hour, then one additional drink per person for each later hour. Buy or prepare at least 10% extra cups, glasses and cake plates.
Keep the piano lamp, music stand and extension cords ready before the performer rehearses. Test every light and power strip at least one day before the recital, not just when guests arrive.
Use coffee cups, teaspoons and cake forks based on the confirmed guest count, with 10% extra for breakage or second servings. Serving trays and cake plates should be available before snacks are prepared.
Arrange the piano tuner no later than one week before the recital, and confirm access to the venue at least 48 hours in advance. This prevents a tuned piano, microphone or compact sound system from being left inaccessible on setup day.

Frequently asked questions

What do I need to buy for a piano recital?: Plan for seating, a music stand, piano lamp, programmes, drinks, coffee equipment, cake service and basic lighting. The exact quantities depend on your registered guest count, but tableware should cover every guest plus 10% extra.
How many drinks should I provide for a piano recital?: Allow two drinks per person during the first hour and one more per person for every additional hour. Keep drinks chilled in coolers and prepare thermos flasks for coffee or tea so service does not interrupt the recital.
How many chairs do I need for a piano recital?: Provide one chair for every confirmed guest and add two or three spare chairs where space permits. Set up the chairs before placing tables, because the piano, stool and music stand determine the remaining layout.
When should I arrange piano tuning for a recital?: Book the piano tuner at least one week before the recital, then check the piano again on the day. If the venue has restricted access, confirm the keys and setup time at least 48 hours beforehand.

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