It’s time to host your first piano recital. Congratulations! This is an exciting event you’ll look back on with fond memories for years.
But it’s likely you’re feeling a bit overwhelmed by the planning process.
Even if you have hosted piano recitals in the past, you may be seeking a more stress-free experience this time around.
I’ve got you covered. Here is my complete piano recital preparation checklist from researching the recital venue to all of those last-minute preparations right before the event.
In this post, I’ll walk you through each step. But be sure to grab my Free Piano Recital Checklist for a quick reference you can print!
8 Months Before the Piano Recital
Research Piano Recital Venues
Compile a list of possible venues.
If you have no idea where to start, here is a list of free venues to consider:
- Nursing homes
- Schools
- Churches
- Other community organizations related to kids or music
And if you’re willing to organize recital fees and pay for a venue, here are some possibilities:
- Art galleries
- Museums
- Piano stores
- Dedicated recital halls or performance venues
- Hotels
Narrow down your list to three favorite recital venues. Do some online or phone research to learn more about the cost and accommodations, as well as the space availability (see next step).
Research piano recital dates
Choose an ideal date and two back-up dates. Ask venues about availability for these dates. This may help you narrow down your venue choices.
Consider holidays and popular weekends for school events. There will always be someone who can’t attend, but you’ll want to avoid a local high school’s graduation ceremony day, for example.
In my personal experience, Sunday afternoons seem to work best for the majority of my families.
6 Months Before the Piano Recital
Book Recital Venue
Make arrangements with the chosen venue to reserve the date.
Pay Deposit
If required by the piano recital venue, pay deposit. Remember to record this as a business expense. (I use MyMusicStaff for keeping track of all of my business income and expenses.)
Add Date to Calendar
Inform families of the final recital date and add it to your studio calendar. I use MyMusicStaff for my studio’s calendar and scheduling.
Pick a Theme for the Piano Recital
Brainstorm theme ideas for your recital. A themed recital will build more hype amongst your students, make the recital more interesting for the audience, and help guide your decisions on the details of the recital.
Make a final decision about what your theme will be. I like to tease my students that I’ve picked a theme but I won’t be announcing it until a certain date. They ask repeatedly in anticipation of the announcement and it makes recital preparation more exciting in their lessons!
Research Recital Songs
Make a master list of songs relevant to the theme. Be sure to keep your students’ various levels in mind as your research songs. Look through your current books for ideas or search popular supplemental piano books online.
Determine Your Recital Budget
Calculate a budget and per student fee. Take into account the venue fee, takeaway bags or gifts, decorations, printed programs, and even your attire. Also consider the dollar amount you are willing to charge each family.
4 Months Before the Piano Recital
Create a Recital Song List
Make a spreadsheet of songs relevant to your theme in all levels. Include where each song can be found (i.e. Level 2 Lesson Book, page 13-14).
Order any relevant books you think you’ll use. For example, if you have chosen an animal theme for the recital, consider ordering a collection of elementary level animal songs for your students to browse and pick from.
Announce the Recital Theme
Time to make the big announcement! Build hype by mentioning the announcement week before. Make a poster or powerpoint to add drama to the official announcement of the theme.
Invite students to create a relevant art project due three weeks before the piano recital to display at the venue.
Pick the First Recital Song
After announcing the theme, students will be excited to pick their first recital song. It’s okay to spend a bit of their lesson time flipping through books or hearing possible recital songs. It pays to pick a song they are really excited to practice and perform. And it helps if they are a part of the selection process.
3 Months Before the Piano Recital
Pick the Second Recital Song
In another lesson, go ahead and pick the second recital song to fit your recital theme. Each student can plan on performing two songs at the recital.
2 Months Before the Piano Recital
Teach Recital Etiquette
Spend a little time during each student’s lesson to go over piano recital etiquette.
Here are some things I like to talk through and practice before a recital:
- Following a recital program and coming up to the piano at the right time
- Adjusting the bench and setting up music
- Recital attire and footwear
- How to handle page turns and book switches
- Practicing duets, if applicable
- Dismounting the bench and taking a bow
- How to be a great audience member
Send a Parent Recital Guide
Send out an email or PDF guide to all parents going over recital etiquette, dress code, venue and date details, as well as the recital fees.
Collect Parent RSVPs
If confirming a date, be sure to collect all RSVPs by two months before the piano recital date.
Collect Recital Fees
Add recital fee to each family’s next invoice.
6 Weeks Before the Piano Recital
Confirm Recital Venue
Confirm date, time, details, and arrangements with the recital venue’s event coordinator.
Take Pictures
Snap photos or film videos of students and the studio if using for a PowerPoint presentation.
Arrange For Prelude Music
If using live musicians for before and after the recital program, book a soloist, group, or ask students to prepare something.
If not using live musicians, create a playlist to fit the recital theme.
4 Weeks Before the Piano Recital
Plan Recital Groups
Group students into recital groups of no more than 15 students each if you have a big roster of students. Recital programs should last between 35-45 minutes maximum. Do not exceed an hour if at all possible.
Make the Recital Program
Make a recital program using Canva, PowerPoint, Keynote or Google Slides.
Don’t print out 50 copies just yet. You’ll want to confirm that you haven’t made any errors over the next few weeks. Also, there may be last-minute program changes.
Just print out one draft copy to check over with each student.
Announce the Recital Groups
Email parents their exact recital group start time.
3 Weeks Before the Piano Recital
Plan Recital Treat Bags
Decide a budget, research product prices, and make a list of included treats or items.
Collect Art Projects
If students made art, collect all pieces to display at the recital.
Create PowerPoint
If making a presentation for before the recital begins, create that presentation in PowerPoint or Keynote.
2 Weeks Before the Piano Recital
Purchase Supplies
Order or buy items for the treat bags as well as any other needed items.
Plan Outfit
Shop for your recital attire if needed.
Practice Bowing
Conduct a recital run-through with each student in their lesson.
Send Email Reminder
Time to send one last email reminder to parents. Remind them of the date, time, and venue. Review the dress code, etiquette, and details.
Write Introduction Speech
Decide what you’ll say at the opening and closing of your piano recital.
1 Week Before the Piano Recital
Assemble Treat Bags
Put together all of the treat bags for kids. Make sure you have a bag ready to go for each kid in attendance, including performers, siblings, and guests.
Print Recital Signs
Print any signs or sign-up sheets you’ll need at the recital.
Personally, I like to have signs that tell people where to go (if it’s a new venue). I also like to partition off a couple of seats in the front row. And I make sign-up sheets for upcoming workshops and to receive a copy of the DVD recording.
Prepare Equipment
If making an audio or video recording of the recital, get all of your gear together.
Charge devices, check batteries and SD cards. Think about extension cords, phone or laptop charger, or any other technical accessories you might need.
Gather All Recital Supplies
Put together a container of supplies. I like to use a plastic tote tub to store all supplies, equipment, cords, signs, sheets, and notes I want to bring along.
2 Days Before the Piano Recital
Print Recital Programs
Time to print out all copies of the recital programs. Now that you know who’s coming and what they’re playing, you can finalize the recital program and print enough copies for your audience.
The Day of the Piano Recital
Arrive Early
Head through the Starbucks drive-through, and get to the recital venue one hour early to set up. Especially if this is a new recital venue for you, make sure you have plenty of time to get acquainted with the space, check the piano and accommodations, set up all of your gear, and ask any questions to the facility manager.
Meet Personnel
When you arrive at the venue, meet with the event coordinator and any other venue staff on site. Introduce yourself and ask any questions you might have.
Enjoy Recital Day
Remember to relax and reap the rewards of your hard work as you enjoy your students’ performances. You made it! Great job, Teacher!
Grab the Free Piano Recital Checklist
Ready to get started? Grab my Free Piano Recital Checklist to print out and keep track of your next step.
What’s Next?
Learn about all the studio events I plan for the year, including how often I have piano recitals in this post: How I Plan My Year as a Piano Teacher.
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