The Ultimate Guide to Booking a Pianist

Classic, sophisticated, and versatile, the piano is one of the easiest ways to inject a little musical magic into your event.

From black tie galas to corporate events and romantic weddings, the piano offers the perfect unobtrusive backing track that’s guaranteed to hit the right note. Whether you’d like something soft and romantic or up-beat and jazzy, pianists can easily adapt their repertoire to suit you.

When it comes to booking a pianist, there’s a few things you need to know. We’ve gathered the most asked questions and answered all of them below – with a little help from some of our very own virtuosos – so you can book with confidence. 

Before we even begin to consider music styles, it’s important to tackle the basics of booking a band in general. Before confirming a band, you need to consider the following: 

Your venue – does your venue have space for the band? Do they have volume restrictions? The answers to these questions will impact the band you choose. 

Budget – a 10-piece band with lots of brass instruments will be less purse-friendly than an acoustic duo so decide on a budget before you start browsing bands. 

Performance times – what time can the band arrive? Can the band or parts of the band play at different points during the day? Some members of larger bands can perform smaller sets during the ceremony or drinks reception for an additional cost. 

Extras – check if the band will provide their own lighting and any other special effects that might add extra wow-factor to their performance. 

For a more comprehensive guide to booking a band, read our A-Z guide. 

The cost of hiring a pianist can vary depending on the type of event, the performer’s experience, the location, and how long you would like them to be there for. Our pianists start at around £250 but prices can reach £1,000+ under certain circumstances. 

For example, a local pianist for a small private event may charge around £250–£400 whereas wedding pianists often charge between £400–£900. Highly experienced or internationally recognised performers may charge significantly more.

Additional factors that can affect pricing include travel costs, additional musical accompaniment, whether equipment needs to be provided, and peak-season dates such as summer weddings or Christmas events. 

For ways to save money on your wedding music, be sure to read our dedicated guide. 

The right pianist depends entirely on the atmosphere you want to create, although most pianist are versatile enough to adapt their offering: “Whether it’s a wedding, corporate event, or private party, understanding the event type helps tailor the music selection and setup,” says Nicholas B, one of our London based pianists. 

A classical pianist is perfect for elegant ceremonies, formal dinners, and sophisticated receptions. Jazz pianists work wonderfully for cocktail parties, networking events, and relaxed entertainment. Pop and contemporary pianists are ideal for modern weddings and parties, while singer-pianists can provide a more engaging and personalised live performance experience.

Before booking, think about:

• The style of your event
• The age range of your guests
• Whether you want the music to provide background ambience or be a main feature
• The tone you want to create

Listening to and watching our musicians’ demos is one of the best ways to decide. You’ll find videos and demo recordings on each of Function Central’s pianist pages. 

For weddings and large events, it’s best to book your pianist between 6 and 12 months in advance as you would with a wedding band.

For smaller private parties or corporate events, a few weeks’ notice may be enough, although availability can still be limited for popular performers. If your event falls on a Saturday during summer or December, booking early is strongly recommended to avoid disappointment. 

Most professional pianists are happy to learn a small number of special requests, particularly for weddings and milestone celebrations: “I'd be happy to play all your choices for the entrance, signing and exit even if they are not in my repertoire,” Says Charlie Matthew, Sussex based Pianist, adding: “I love it when people come up, have a chat and request a song. I have a huge repertoire so more often than not I can fulfil any requests!”

Many couples request songs for walking down the aisle, first dances, special family moments, and surprise performances.

It’s always best to discuss important requests early, as some arrangements may require additional preparation time. Some pianists may also charge a small fee for learning completely new pieces. If you have some specific songs in mind when booking, double check that your chosen pianist is able to play them before signing on the dotted line. 

In many cases, yes. Most modern event pianists can provide a professional digital piano or keyboard along with amplification if needed.

However, some venues already have an acoustic or grand piano available, which can create an especially impressive visual and musical experience.

“If there is a piano on site that we will be playing try to find out when it was tuned, how often it is played, and the last time it was played,” Says Christian P, London based pianist, “And, if possible, arrange for a photograph of the piano to be sent to the pianist ahead of time. It can be hard to tell if a piano is in good or bad condition from photos but combined with the other information that’s enough for the pianist to make a decision about whether they should bring their own electric piano as backup. 

“Usually, pianos at venues are fine and in great condition but I have had to try and soldier on with a few stinkers over the years, including one with about ten black keys completely missing!”

Professional pianists often have extensive repertoires covering multiple genres.

Common styles include:

• Classical
• Jazz
• Pop
• Film and TV music
• Musical theatre
• Romantic ballads
• Christmas music
• Lounge and background music
   

Many pianists can tailor their performance to suit your audience and atmosphere, creating anything from subtle background ambience to lively entertainment. The best pianists can work around the event and adjust the tone as the day goes on.

Paul James, one of our Brighton based pianists, agrees: “A pianist who can adapt their style for different parts of the event (for example, elegant background music for dinner, or upbeat pop for a drinks reception adds huge value.

“I recommend clients look for a pianist who can offer a wide-ranging repertoire. Personally, I perform everything from classical favourites, film music, jazz and swing standards, pop covers, and bespoke arrangements.”

Performance times vary depending on the event.

Typical Function Central bookings include:

• 1–2 hours for private parties
• Ceremony-only wedding performances
• 3–4-hour wedding reception packages
• Multiple shorter sets with breaks

Most pianists perform in sets of around 45 minutes with short breaks in between. If continuous music is needed, some performers can provide recorded background music during breaks. If you require this service, check with the pianist before booking. 

In many cases, yes. Most modern event pianists can provide a professional digital piano or keyboard along with amplification if needed.

However, some venues already have an acoustic or grand piano available, which can create an especially impressive visual and musical experience.

“If there is a piano on site that we will be playing try to find out when it was tuned, how often it is played, and the last time it was played,” Says Christian P, London based pianist, “And, if possible, arrange for a photograph of the piano to be sent to the pianist ahead of time. It can be hard to tell if a piano is in good or bad condition from photos but combined with the other information that’s enough for the pianist to make a decision about whether they should bring their own electric piano as backup.

“Usually, pianos at venues are fine and in great condition but I have had to try and soldier on with a few stinkers over the years, including one with about ten black keys completely missing!”

Before confirming your booking, it’s important to ask a few key questions.

We reckon these are the most important:

• Are you available on our date?
• What styles of music do you specialise in?
• Can you provide song requests?
• Do you bring your own equipment?
• Are you insured?
• How long are your performance sets?
• What happens if you are ill or unavailable?

Tom Edwards, one of our Surrey based pianists, also suggests asking “how much space do you need and how many power sockets?” This is particularly important when a pianist is bringing an electric piano or working alongside an accompaniment.  

Not necessarily. Many pianists travel with high-quality digital pianos designed specifically for live events.

Digital pianos are practical because they: require no tuning, can be used in venues without instruments, work well outdoors, and take up less space. However, if you are asking your pianist to bring their own equipment, Christian P, suggests the following: “There are a few things that can really help out the pianist and make sure they don’t tire themselves out or hurt themselves before the performance as all the equipment can be heavy and bulky: 

1. Do you best to organise parking for the pianist as close to the venue as possible. 

2. The pianist must be made aware of any flights of stairs they will need to climb or descend with their equipment ahead of time.

3. Having some people on hand to help carry equipment into the venue is always appreciated!”

If your venue has a grand piano, many pianists will gladly perform on it. A real piano can add an air of sophistication and sense of occasion. Just make sure the piano has been tuned and is in good condition. 

Hiring a pianist can completely transform the atmosphere of an event, adding elegance, emotion, and a personal touch. Whether you’re planning a wedding, corporate event, private dinner, or birthday celebration, asking the right questions will help you find the perfect performer for your occasion.