Document Type: How-To Guide
Purpose: Guide for planning and leading successful participatory "play-along" events
When to Use: When organizing group music-making events where the public joins in
What Are Participatory Events?
Participatory events (sometimes called "play-along" events) are special Make Music Day programs where the public is invited to actively make music, not just listen. These might include:
- Instrument petting zoos — Try different instruments
- Group drumming circles — Everyone plays percussion together
- Sing-alongs — Community caroling or folk songs
- Ukulele jams — Learn a few chords and play together
- Harmonica workshops — Everyone gets a harmonica and learns a tune
- Bucket drumming — Make rhythm with everyday objects
These events embody the spirit of Make Music Day: everyone can be a music maker.
Phase 1: Initial Planning
Identify Your Event Leader
Find someone with the musical skill to guide participants effectively
The leader should be comfortable speaking to and directing groups of people who are not necessarily musicians
If the leader isn't a natural group facilitator, pair them with an assistant who is (see below)
Tip: Music teachers, choir directors, and drum circle facilitators often make great play-along leaders. In Vermont, check with local music schools and community centers for recommendations.
Identify a Support Person / Assistant
Recruit a volunteer or assistant to help the day run smoothly
This person does NOT need musical knowledge, but must be comfortable:
- Engaging with the public
- Explaining to curious passersby what's happening
- Inviting people to join in
- Taking photos and documenting the event
- Assisting the leader as needed
Set Time, Location & Listings
Determine the time and location of your event
Add it to your chapter listings on vt.makemusicday.org
Contact Make Music Alliance (catherine@makemusicday.org) for listing on the national MMD website
Phase 2: Preparation
Once planning is in place and the event is confirmed:
Leader Preparation
Ensure the leader attends any Zoom tutorials offered by Make Music Alliance
Make sure the leader clearly understands the event format and flow
Do a run-through of the program if possible
Instruments & Equipment
Plan for any donated or loaned instruments:
- How will they be transported to the site?
- How will they be distributed to participants?
- How will they be collected and organized after the event?
Consider sanitization supplies if instruments will be shared
Promotion
Create a poster for the event
Post ahead of time at local notice boards, general stores, libraries, coffee shops
Have at least 2 copies of the poster on hand for June 21st
Site Planning
Conduct a site visit / walk-through of the location
Figure out how foot traffic will flow around the event
Identify where participants will gather vs. where spectators can watch
Create a basic layout / map (like a simple stage plot)
Make sure everyone on the team has a copy of the layout
Vermont Venue Ideas for Participatory Events
- Town greens and bandstands
- Library lawns
- General store porches
- Farmers market spaces
- Community center parking lots
- Covered bridges (for acoustics!)
- Farm fields or barns
Phase 3: On Make Music Day
Arrival & Setup
Ensure the leader and support person know exactly where and when to arrive
Allow extra time to get everything in place
Set up instruments, chairs, music stands, signage, etc.
Test any amplification or sound equipment
Signage & Visibility
Display the event poster prominently where passersby can see it
Make it clear this is a public event and everyone is welcome to join
Consider additional signage like "Free! Join Us!" or "Make Music — Everyone Welcome"
Documentation
Designate someone (usually the assistant) to take photos throughout
Document key impressions:
- Number of participants
- What worked well
- What could be improved
- Notable moments or quotes
This info will be valuable for wrap-up reporting and planning next year
Email Sign-Up (Optional)
Provide a sheet for people to sign up with their email for MMD updates
This builds your list for future outreach
Checklist Summary
Initial Planning
Event leader identified
Support person / assistant recruited
Time and location set
Event added to chapter listings
Event submitted to Make Music Alliance
Preparation
Leader attended tutorials / is fully briefed
Instrument plan in place (if applicable)
Poster created and distributed
Site visit completed
Layout / map created and shared
Day-Of
Team knows arrival time and location
Signage displayed
Photographer designated
Documentation plan ready
Email sign-up sheet (optional)
Additional Resources
- Make Music Alliance: makemusicday.org — Check for play-along tutorials and resources
- Make Music VT: vt.makemusicday.org