Organising A Piano Recital: Using Other Professionals

Your piano recital won’t be truly professional without the help of other specialists. Here’s a who’s who of who you need…


How To Organise A Piano Recital: Using Other Professionals


You’ve probably heard the saying “you can’t have it all” before.

But I believe that when it comes to holding piano recitals for your piano studio, you can have it all. You just can’t DO it all.

One of the secrets to organising and running a professional piano recital is using the services of other professionals. This helps you to make the most of the entire event – from your marketing beforehand, to your actual recital, and through to the aftermath.

So, who do you need?

Below is a list of the professionals I always use for my piano recitals, and a few suggestions on what to look for when choosing someone to fill that category for your recital.

Professionals On The Big Day


If you’ve been following the Le Piano Academy blog at all, you’ll know about the importance of video portfolios for music students. You’ll also know that these should be filmed live whenever possible. Your piano recital provides a great opportunity for recording live student performances. These recordings aren’t just great for your portfolio – a full, Blu-ray recording of the whole concert is also a wonderful keepsake for parents, students, and friends. But for that, you’re going to need a professional videographer.

What to look for:

Before choosing a videographer, be sure to take a good look at their portfolio to make sure their videos and editing are up to the standard you’re looking for.

I always choose a videographer with 3 or more cameras at their disposal. After all, you want to be able to see the pianists’ hands, the performer themselves, and the audience. In 2014, I also had a fourth camera with a roaming videographer. We even did additional aerial shots using a drone. (You can see all these shots in my 2014 highlights video.)


All the videos you see on our website are courtesy of Imaginarium Productions.


Just remember that before publishing any videos of specific students, you will need to seek their permission, and the permission of their parents if they’re aged under 18.


A professional photographer will take great shots that you can use on your website, on social media, in brochures, etc. They will also prevent parents coming up to the stage to take photos while their children are performing – which can be very distracting to the performers.

Screenshots from your videos will never look as good as professionally-taken photos. That’s why you need a photographer in addition to your videographer.

What to look for:

Apart from the obvious requirements – a photographer with a good camera and a portfolio of (indoor) photos that you like – perhaps the main thing to be aware of is your potential photographer’s pricing structure.

Some photographers charge by the hour for shooting, and include a certain number of edited photos in their package. Others charge by the hour for shooting, and then per edited photo. Be sure to be aware of how your photographer charges so you’re not caught out.

Once again, remember to ask for appropriate permissions before publishing any photos.


I prefer to serve afternoon tea at all my recitals. (You can find out why in this blog post.) Crackers and dip from Woolworths and Coles don’t really scream professional. So if you’re going to serve refreshments, you need a good caterer.

What to look for:

You want a caterer who fits with your budget, and who will supply a chef, waiter, or waitress to assist with serving refreshments. As the piano teacher, you need to be mingling with your students and their families – not handing out napkins. So make sure you have a professional to take care of that instead.

Professionals Before The Big Day

Graphic Designer

I actually do all my graphic design myself. But if that’s not something you can do (and do well), then you’ll need a graphic designer on your team.

Your graphic designer will be able to help you create professional tickets, recital programmes, participation and awards certificates, and any other printed materials you may require. (There’ll be a blog on printed materials soon, so stay tuned or subscribe for updates.)

What to look for:

Some printers can supply graphic design services, but be sure to look at their portfolio first, so you can be sure you like their work.

I also suggest looking for someone who’s happy to design materials you can use year in year out, so you only have to outlay a larger amount of money the first time, and just a little each year for them to tweak the information appropriately.


Once you have all your materials designed, of course, you’re going to need a printer.

Certificates or tickets that you shoot out of your office printer simply won’t look professional. And getting the pages the right way up on double-sided recital programmes is a nightmare to do on your own. A professional printer can take care of all of that, and more.

What to look for:

With printing, you need to balance quality with price. Ask to see examples of your printer’s work, and discuss whether you’ll be eligible for bulk discounts.

Trophy Engraver

I like to give four special awards for the younger students at my piano recitals: Most Improved Beginner, Most Consistent Beginner, Most Consistent, and an Excellence Award. Rather than just issuing certificates, I also present the winners with engraved trophies.

If you plan on doing the same, then you’ll need a trophy engraver on your team.

What to look for:

See if you can get a trophy engraver who will engrave your studio logo, not just your studio name. You also want one who can provide appropriately music-themed trophies. To see an example, check out the trophies my students received in 2014.


Trophies and Awards

We’ve been using Awards and Trophies for a number of years for all our students’ trophies.


Your Recital

You can’t do it all, but you can have it all when it comes to organising and running a professional piano recital. Like almost anything in life, when the right people have your back, you’ve got nothing to worry about.

If you’re a piano teacher (or other music teacher), do you use other professionals to help you run a successful recital? Who do you use? Let me know in the comments below!

And for everyone, if you’ve got questions or comments, please share them below.

Organising A Recital

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