Whether you’re organising a concert, film shoot, corporate event or live performance, adding a piano can completely transform the occasion. But if you’ve never hired one before, you may be wondering where to start.
What kind of piano do you need? Can it actually get into the venue? When should it arrive? Does it need to be tuned?
The good news is that you don’t need to know everything about pianos before making an enquiry. A professional piano rental company like Brincat Pianos can guide you through the process. There are, however, a few things worth considering early on to make sure everything runs smoothly.
Here are ten things to think about when planning your piano rental.
1. Choose the piano for the performance
Not every event needs a grand piano, and bigger isn’t necessarily better.
The right instrument depends on what the piano needs to do. A digital piano can be ideal for a band, wedding or smaller amplified performance. A baby grand may be perfectly suited to accompanying a singer or instrumentalist, while a concert pianist performing solo on a large stage will have very different requirements and may need a full concert grand.
We consider the type of performance, pianist’s requirements, repertoire, size of the venue and stage, amplification, setting, aesthetics and budget before recommending an instrument.
If you’re organising the event rather than performing in it, don’t worry if you don’t know what to request. Speak to the pianist about their requirements and talk to us about the event — we can help you determine the most appropriate instrument.
2. If the piano is essential, think about it when choosing your venue
If having an acoustic piano is fundamental to your event, it’s worth considering this before committing to a venue.
A venue may be perfectly suitable for an audience and performance but more challenging for a piano delivery.
Ask the venue about piano access and let us know where you’re considering holding the event. This is particularly important for venues with stairs, upper-floor performance spaces, heritage restrictions or unusual access.
Both conversations matter: the venue understands its building and its restrictions, while our team can determine what is required to transport the instrument safely.
3. Check the complete delivery route
When assessing access, we’re interested in the entire journey the piano will need to make, not simply whether it fits through the front door.
Consider street-level access and unloading, steps from the street, internal stairs, lifts and their weight capacities, doorways, corridors, stage access and any restrictions the venue places on moving equipment.
For venues we haven’t worked with before, we’ll usually ask for photographs or videos of the access route. Where necessary, we can also carry out an onsite visit to assess the space and work with you to plan the delivery.
The safety of the instrument and the people moving it always comes first.
4. Don’t assume a difficult-looking delivery is impossible
Pianos are specialist items, and they’re transported differently from ordinary furniture.
One misconception we regularly encounter is that a grand piano is transported standing on its three legs. In fact, grands are professionally prepared for transport and moved on their side, with the legs and pedal lyre removed and carefully reassembled at the venue.
This means an entrance that looks difficult may actually be perfectly manageable.
The reverse can also be true: apparently straightforward access can sometimes present challenges that aren’t immediately obvious.
Rather than trying to work this out yourself, show us the access and let us assess it.
5. Book your piano early
The sooner you enquire, the better.
Our rental fleet includes a variety of instruments, but availability can be limited — particularly if you require a particular size or type of piano.
As a general rule, we require at least 30 days’ notice to properly schedule a standard piano rental. For concert grands, we recommend booking at least three months ahead.
Earlier enquiries also give us more time to coordinate with the venue, assess unusual access and make sure the most appropriate instrument is available for your event.
6. Coordinate delivery and collection with your venue
A piano rental involves more than reserving the instrument itself.
We also need to coordinate when the piano can be delivered and collected. This usually means working with the venue around its access times, event setup, rehearsals and other suppliers.
Once you’ve booked your rental, putting us in contact with the appropriate person at the venue can make this process considerably easier.
Good communication between the organiser, venue and piano company is one of the simplest ways to ensure everything runs smoothly on the day.
7. Remember that an acoustic piano needs to be tuned
A freshly tuned piano allows the instrument to respond and sound as it should, giving the pianist confidence and the audience a more rewarding listening experience.
For this reason, all our acoustic piano rentals include professional tuning at the venue after delivery, ensuring the instrument is properly prepared before it takes to the stage.
8. Budget realistically for your piano rental
A professional piano rental isn’t simply the cost of borrowing an instrument for a few hours.
Our rental fleet consists of new, carefully selected instruments that are maintained and prepared to provide an excellent playing experience. These are valuable instruments, and every time a piano leaves our premises it needs to be transported, handled and protected appropriately.
Your quotation will therefore take into account the instrument itself, duration of the rental, delivery and collection, access, specialist moving requirements, tuning, location and any unusual logistical requirements.
Specialist piano moving in particular represents a significant part of the service.
If a piano is important to your event, we recommend allocating an appropriate budget for it from the beginning rather than treating it as a last-minute event accessory.
9. Think about where the piano will be placed
Pianos can be used in many different settings, including outdoors, but the environment needs to be appropriate for the instrument.
For an outdoor performance, for example, we’ll want to understand whether adequate shelter is available, how long the piano will remain outside, likely weather conditions and where it can be safely stored overnight if necessary.
Direct sunlight, moisture, extreme temperatures, unstable surfaces and security can all influence whether a particular piano is suitable.
This doesn’t necessarily mean your idea isn’t possible. Tell us what you’re planning and we can advise on the safest solution. In some situations, a digital piano may also be a better choice than an acoustic instrument.
10. Look after the piano while it’s with you
Once the piano has been delivered and positioned, remember that it remains a valuable musical instrument.
It shouldn’t be moved or repositioned without prior agreement, and food and drinks should be kept safely away from it. The organiser should also ensure that the instrument remains secure and protected throughout the rental period.
If something needs to change after delivery, speak to us rather than attempting to move the piano yourself.
Planning an event with a piano?
You don’t need to have all the answers before getting in touch.
Tell us what you’re planning, where the event is taking place and what the pianist needs. We can help you select an appropriate instrument, assess the venue and access, coordinate the logistics and make sure the piano is properly prepared for the performance.
And if the piano is an essential part of your event but you haven’t chosen your venue yet, speak to us early. We can help you understand what to look for and assess whether a venue you’re considering can accommodate the piano you need.
With a little forward planning, renting a piano doesn’t need to be complicated, and you can concentrate on the performance rather than worrying about how the instrument gets there.
