The right live music can set the perfect tone for a truly spectacular event. Whether you’re hosting a corporate gathering, a live broadcast, a scene for film or television, a wedding, or simply want some lively accompaniment for a dinner party, a pianist is a versatile and cost-effective choice. With a seemingly endless range of stylistic possibilities, live piano music can create a musical backdrop that resonates with your guests and aligns with your event’s ambiance. Choosing the ideal performer requires careful consideration of several factors, and this guide will help you make an informed decision when hiring a pianist for your event. 

What to Look for in a Pianist

1. Professionalism: It is important to research a pianist's background to determine that they are the right fit for your event or production. Professional pianists should have an extensive list of performing credits. Look for performers who also exhibit a high level of professionalism in their communication, punctuality, and demeanor. This is crucial, especially when planning corporate events and live broadcasts where a polished image is essential. 

2. Artistry: A pianist's artistic presence is at the heart of their performance. Always request audio or video clips of past engagements to get a sense of their style and musicality. This step is particularly important for casting directors aiming to match a performer’s aesthetic with a production’s unique artistic needs.

3. Repertoire: A pianist may specialize in classical music, jazz, musical theater, or pop songs, and the most versatile musicians can offer a sampling of all of these genres. Discuss what you think will resonate with your guests, along with the atmosphere, purpose, or theme of the event so the pianist can create a setlist that aligns with your vision. For example, an elegant tea reception may be beautifully accompanied by light classical music, but a swanky cocktail dinner might be better suited to jazz standards. 

4. Availability: While many freelance pianists are able to accept last-minute bookings, it is recommended to schedule early to ensure the availability of your favorite performer. Weekends during a busy wedding season or holidays, for instance, can have a pianist booked months in advance. 

5. Cost: Hiring professional live music is an investment in leaving a lasting impression on your guests. The diverse repertoire of music for the piano and relative ease of setup makes hiring a pianist much more cost-effective than booking a full live band. Still, a pianist’s fee will vary depending on the event type, performance length, preparation needs, equipment setup, and location. Alternatively, you can propose your designated music budget and see if it is compatible with the performer’s expectations.

6. Location: Consider the logistics of the event venue. Will the pianist need to travel? If so, confirm that they are comfortable with the distance and have a clear understanding of the location, including variables like parking, security clearance, load-in, and more. This aspect is vital for both corporate events and productions held at non-traditional venues.

Frequently Asked Questions

1. How long will the pianist play? The duration of the performance depends entirely on your event's schedule. Standard bookings for a pianist playing background music range from 1-4 hours, with adequate breaks between sets. A featured performance (e.g. a concert, segment of a show, or a wedding proposal) can be as little as one song, but keep in mind that a musician who charges by the hour may charge a 1-2 hour minimum rate. 

2. Does the pianist provide their own piano and equipment? Professional pianists often bring their own equipment, including a digital keyboard and a portable sound system. Some event spaces are already equipped with sound systems appropriate for their capacity. Even if a space has an acoustic piano, amplification may be required if the gathering is particularly large or noisy. Coordinate with the venue and performer to determine the best arrangement so that the volume of the music can be enjoyed without drowning out your guests’ conversations. 

3. What type of music will he or she play? Pianists can tailor their playlist to your needs. Whether you want soothing background music, familiar songs, or a mix of genres, communicate your vision to the pianist.

4. Can I select which songs the pianist plays? Assume that any musician you hire will come equipped with a diverse collection of music that they have been perfecting and performing over the years. Once you have discussed your stylistic preferences, it is perfectly acceptable to ask for a sample setlist. If you have an obscure request, don’t hesitate to ask! Many musicians are open to adding to their repertoire, provided that they are given ample time beforehand to listen to and learn what you have in mind.

5. Can the pianist sing? The piano is a perfect standalone instrument, but many keyboardists also sing! A singing pianist can specialize in themed sets (80’s, Top 40, folk, etc.) or lounge-style background entertainment. If the pianist you’re contacting does not offer vocals, they may be able to recommend a colleague who does.

6. Will a pianist play alongside a vocalist or another musician? Most pianists are accustomed to collaborating with other artists. If you have additional performers, discuss this with the musicians ahead of time to ensure the ensemble will be seamless, and to plan any necessary rehearsal time. 

7. Do I need to provide the pianist with other accommodations? If your event is located far from the pianist's home base, it is appropriate to discuss arrangements for accommodations. At the gig itself, a musician bringing a keyboard will need access to a power outlet and a designated flat area to set up. In a space with ambient or dim lighting, you may want to provide a reasonably well-lit corner for the musician, or at least notify the pianist so that they can plan accordingly. For outdoor events, just as you would take extreme weather conditions into consideration for your guests, plan to offer shelter and/or an alternate location for your musicians if there is rain or severe heat in the forecast. 

8. What will the pianist wear? Event pianists often dress in formal attire, but they can adapt to your requests. Communicate your expectations so that they can present themselves appropriately.

9. How long does setup take? Pianists usually need about 30-60 minutes before they begin playing for setup, soundcheck, and to acquaint themselves with any other on-site details. This will vary based on the amount of equipment needed as well as load-in logistics at the venue.

10. Do I need to tip the pianist? While not mandatory and certainly not expected, tipping is a kind gesture to show appreciation for an exceptional performance at a party, event, hotel, or restaurant.

Conclusion

Curating live music for an event is an art in itself. It is essential to find a balance between experience, artistry, and logistical compatibility. Hiring a pianist can elevate the aesthetic of your gathering while simultaneously supporting an artist who is skilled at their craft. By thoroughly reviewing each factor in this guide, you'll be well-equipped with the details to consider when booking your ideal musician.