An event piano needs a schedule, not just a date.

01

Start with the performer and the room.

Ask the pianist or production lead whether an upright or grand is required and whether they have a particular instrument specification. Tell the supplier whether the piano will be played live, recorded or used as a visual prop. Those are different requirements, even when the event date is the same.

Mark the proposed position on the room or stage plan. Allow for the bench, pianist, lid position where relevant and the space around the instrument. Send the plan to the venue manager and piano supplier rather than assuming that a photograph of the room proves the instrument will fit.

Music Companion's event hire page shows its own photographed studio, gallery, stage and function-room placements. These show the kinds of jobs the business has handled; they do not promise that a particular piano is free on your event date.

02

Give the supplier the whole running order.

• Loading: when the crew may arrive and unload.
• Setup: when the instrument can be placed in its final position.
• Tuning: the on-site window agreed with the supplier.
• Rehearsal or sound check: when the performer and sound team need the instrument ready.
• Performance: the start and finish times.
• Collection: when the venue permits the crew to remove it.

Do not book delivery and then discover that the stage is still being built. Ask the supplier and venue to agree the sequence before the day. There is no fixed lead time for every job, and no same-day availability promise in this guide.

For a filmed scene or recorded performance, include the production timetable and explain what the camera will see. If there are several locations or dates, list them separately so each move can be assessed.

03

Check the route from the loading bay to the stage.

Give the address, floor, service-lift details, stairs, thresholds, tight turns and distance from the loading point. Photographs and measurements help the supplier assess the route. The public room entrance may not be the delivery entrance.

Confirm building permissions, lift booking, loading restrictions and stage access with the venue manager. If the instrument needs a special route or cannot stay overnight, say so before the quotation. Do not attempt a piano move with an unapproved venue crew.

Music Companion publishes delivery and handling information, including specialist moves. A photograph of a previous crane lift is not evidence that your booking needs or includes one; your access route decides the scope.

04

Agree the tuning and sound-check sequence.

Music Companion's rental service quotes on-site tuning ahead of performance. Ask how that fits between setup and the pianist's rehearsal. Keep the agreed tuning window in the event schedule so it is visible to the venue and production teams.

If microphones, amplification or a sound engineer are needed, arrange them separately with your production team and confirm their requirements with the pianist. Piano hire does not automatically include a sound system, a performer or technical event staff.

05

Confirm collection and the written scope.

Confirm the hired instrument, dates, delivery, setup, tuning, collection, deposit and payment terms in the quotation. Ask about any extra access work, late collection or storage your venue requires. Get the answers before accepting the booking rather than assuming a headline hire price covers everything.

Send the event brief through the rental enquiry: event type and date, venue, preferred instrument, access photographs, running order and collection window. The supplier can then confirm the available instrument and quote the real job.