Piano workshop checklist and planning guide

A piano workshop needs more than a piano and a teacher. You must match the programme to participants’ playing levels, prepare music folders and worksheets, and confirm that the instrument and equipment are ready. Book the venue, piano and teacher before opening registration, then use the confirmed participant list to plan catering and seating. On the day, allow time to tune and test the piano, arrange music stands and chairs, and prepare drinks before participants arrive.

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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
Reserve piano
Book teacher
Compile program
Send invitations
Process registrations
Collect dietary requirements
Inventory music levels
Select music pieces
Prepare worksheets
Confirm participant list
Determine catering quantities
Confirm piano tuning
Test the equipment
2 people
Do the shopping
2 people
Print handouts
Make name badges
Assemble music folders
Check the piano and equipment
2 people
Chill drinks
Ventilate room
Set up tables
2 people
Set up chairs
2 people
Set Up Piano
3 people
Set up music stands
2 people
Lay out worktops
Prepare coffee and tea
2 people
Set up the reception table

Event

Receive participants
2 people
Explain the program
Demonstrate basic techniques
Serve coffee break
2 people
Refill drinks
Lead the exercises
2 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Clear the lunch dishes
2 people
Guide the team play
2 people
Guide the performances
2 people
Farewell and hand out materials
2 people

Aftercare

Turn off the piano
2 people
Store leftovers in the fridge
2 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
2 people
Put furniture back
2 people
Pack up materials
2 people
Cover the piano
2 people
Return borrowed items
Process leftover groceries

What to bring

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

Furniture

Piano
Piano stool
Tablesqty 6
Chairsqty 24
Buffet tableqty 2
Coat racksqty 2

Equipment

Metronomesqty 6
Music standsqty 12
Headphonesqty 6
Keyboard
Keyboard stand
Extension cordsqty 4
Power stripsqty 4
Spare piano stool

Tableware

Platesqty 30
Coffee cupsqty 30
Drinking glassesqty 30
Knivesqty 30
Forksqty 30
Spoonsqty 30
Serving utensilsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Scissorsqty 2
Serving plattersqty 8
Serving trays with lidsqty 4
Trash binsqty 3

Decorations

Name badgesqty 24
Tableclothsqty 8
Piano decorationqty 2
Directional signsqty 4

Lighting

Desk lampsqty 6
Lamp extension cordsqty 2

Catering

Groceries

Tips

Book the venue, piano and teacher first, then allow at least 2–3 weeks for registrations, dietary requirements and programme planning. A late piano booking can affect the room layout and the workshop format.
Ask about playing level during registration and use the responses to select suitable pieces. Prepare one music folder and one printed worksheet set per participant, plus 2–3 spare copies.
Confirm piano tuning and test the piano, keyboard, headphones, metronomes and power connections at least 24 hours before the workshop. Keep a spare piano stool available in case the main stool is unsuitable.
Plan room setup for the actual group size: place one chair and name badge per participant, then add tables, music stands and a clear route to the piano. Set up the piano and stands before the final equipment check.
Calculate catering after registrations close, including dietary requirements, then shop and chill drinks on the day before or morning of the workshop. Prepare coffee machines, kettles, thermos flasks and serving utensils before the first break.

Frequently asked questions

How far in advance should I organise a piano workshop?: Start at least 4–6 weeks ahead. Book the venue, piano and teacher first, then leave 2–3 weeks for invitations, registrations, level information and programme preparation.
How many music stands and chairs do I need for a piano workshop?: Plan one chair and one music stand per active participant, then add 1–2 spare places if space allows. Include a piano stool and a spare piano stool in the equipment check.
When should I confirm the piano tuning?: Confirm the tuning at least 1–2 weeks before the workshop and check the piano again 24 hours beforehand. Test the keys, pedals, stool height and any connected equipment before participants arrive.
How much catering should I prepare for a piano workshop?: Use the confirmed participant list to calculate portions and add about 10% for staff, the teacher and small changes. Collect dietary requirements before shopping, ideally at least 7 days before the workshop.

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