Piano Workshop Checklist

A piano workshop needs more than a teacher and a room. You need the right number and type of pianos, enough stools and music stands, a workable timetable, and clear registration details. This checklist takes you from booking the venue through participant confirmations to setting up the room on the day. It also covers easy-to-miss jobs such as dietary requirements, payment checks, printed worksheets, headphones, cables, and a practical coffee and catering station.

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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 pianos
Confirm the teacher
Create the program
2 people
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Update participant list
Check payments
Send confirmation
Gather the music materials
Print worksheets
Make name badges
Order catering
Check supplies
2 people
Do the shopping
2 people
Sort worktops
Check pianos
2 people

Event

Open venue
2 people
Ventilate room
Set up pianos
3 people
Connect equipment
2 people
Set up chairs
2 people
Set up worktables
2 people
Set up registration desk
Set up coffee station
2 people
Chill drinks
Set out snacks
2 people
Test the equipment
2 people
Receive participants
2 people
Hand out name badges
Serve coffee and tea
2 people
Introduce workshop
Lead the first workshop round
2 people
Refill drinks
Serve break snacks
2 people
Lead the second workshop round
2 people
Set up the buffet
3 people
Serve dinner
3 people
Clear away dishes
2 people
Guide the third workshop round
2 people
Refill drinks
Handle the closing
See participants off
2 people

Aftercare

Turn off pianos
2 people
Disconnect pianos
2 people
Put furniture back
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
2 people
Pack up materials
2 people
Return borrowed items
2 people
Clear away leftover stock
Send thank-you message

What to bring

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

Furniture

Chairsqty 36
Work tablesqty 8
Registration desk
Piano stoolsqty 6
Buffet tablesqty 3

Equipment

Acoustic piano
Digital pianosqty 4
Headphonesqty 4
Music standsqty 8
Extension cordsqty 6
Power stripsqty 6
Cable tiesqty 30
Whiteboard
Whiteboard markersqty 6
Metronomesqty 6

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Measuring cupsqty 2

Decorations

Name card holdersqty 36
Tableclothsqty 8

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 4
Vacuum cleaner
Mopqty 2

Catering

Groceries

Tips

Book the venue and pianos before opening registration. Confirm how many acoustic and digital pianos are available, whether piano stools are included, and where participants can plug in headphones or other equipment.
Set a registration deadline at least 7 days before the workshop. Use the final participant list to check payments, dietary requirements, name badges, worksheet quantities, seating, and the amount of catering to order.
Prepare music materials at least 3 days ahead. Print worksheets, check that every participant has the correct material, and place music stands, metronomes, whiteboard markers, and any headphones where they will be used.
Allow 60–90 minutes for room setup before participants arrive. Ventilate the room, arrange worktables and chairs, set up the pianos, connect equipment, and secure extension cords and power strips with cable ties.
Plan refreshments separately from the teaching area. Set up buffet tables with cups, glasses, plates, cutlery, serving platters, and tongs; keep coffee makers, kettles, thermos flasks, and coolers away from instruments and cables.

Frequently asked questions

How far in advance should I organise a piano workshop?: Start booking the venue, pianos, and teacher at least 6–8 weeks before the workshop. Open registration only after the capacity, timetable, equipment, and cancellation arrangements are clear.
How many pianos do I need for a piano workshop?: Plan the piano-to-participant ratio around the teaching format: one instrument per participant for individual practice, or one piano for every 2–4 participants for shared exercises. Confirm the exact number with the teacher before sending invitations.
When should I close registration for a piano workshop?: Close registration 7 days before the event if catering and printed materials are needed. Use that final week to process registrations, check payments, collect dietary requirements, send confirmations, and print name badges and worksheets.
How long does it take to set up a piano workshop room?: Allow 60–90 minutes for setup, plus extra time if several pianos or digital equipment need connecting. Include time to ventilate the room, arrange chairs and worktables, test the pianos, secure cables, and prepare the registration desk.

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