What to buy for a piano workshop

A piano workshop needs more than pianos and chairs. Participants also need a stable writing surface, music stands, headphones where several instruments share a room, and clear name badges. For refreshments, plan the cups, plates, serving tools, coffee equipment, and cooling space before shopping. Check the number of registered participants first, then match quantities to the session size and the number of pianos in use.

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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
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Flat mineral water - 24 bottles
- Sparkling mineral water - 24 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Lemons - 8 pieces
- Sandwiches - 40 pieces
- Whole grain bread - 3 loaves
- Herb cream cheese - 4 tubs
- Young cheese - 1,5 kilogram
- Hummus - 6 tubs
- Turkey breast - 1 kilogram
- Smoked chicken breast - 800 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Bell peppers - 8 pieces
- Apples - 30 pieces
- Bananas - 30 pieces
- Grapes - 3 kilograms
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Unsalted nuts - 1 kilogram
- Rice cakes - 4 packs
- Cookies - 5 packs
- Pure chocolate bars - 6 bars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olive oil - 1 bottle
- Dish soap - 1 bottle
- Dishwasher tablets - 30 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Cleaning spray - 2 bottles
- Disinfectant wipes - 2 packs

Tips

Give every participant a proper chair and worktable, then add at least 10% spare seating if the registration list may still change. Piano stools are separate from ordinary chairs, so count one suitable stool for each piano.
For group practice on digital pianos, provide one pair of headphones per active instrument and keep at least two spare pairs available. Add extension cords, power strips, and cable ties before the equipment is connected.
Prepare one music stand per piano, plus a few extras for worksheets or demonstrations. Print worksheets only after registrations close, and bring spare copies for late arrivals or damaged pages.
For a coffee break, match coffee cups, glasses, plates, and cutlery to the confirmed attendance, then add around 10% extra. Check that you have serving platters and serving tongs before the catering arrives.
Do not leave room setup until the morning of the workshop: confirm the piano, stool, table, and power requirements at least 24 hours beforehand. Name card holders, tablecloths, whiteboard markers, and a working whiteboard are easy items to overlook.

Frequently asked questions

What equipment do I need for a piano workshop?: You need the planned acoustic or digital pianos, piano stools, music stands, and any headphones required for individual practice. Also prepare metronomes, a whiteboard with markers, and power equipment for digital instruments at least one day before the workshop.
How many headphones do I need for a piano workshop?: Buy or bring one pair for every digital piano that will be used with headphones, plus two spare pairs. Check the connectors before the event, because incompatible plugs can make otherwise usable headphones unavailable.
How much tableware should I buy for a piano workshop?: Count one cup, glass, plate, and cutlery set per participant, then add about 10% spare. For 20 participants, that means 22 of each item unless the caterer supplies them.
When should I prepare the piano workshop supplies?: Finish shopping and check all equipment at least 24 hours before the workshop. Print worksheets and prepare name badges after registrations close, ideally 1–2 days before the session.

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