Document Type: How-To Guide
Purpose: Master timeline for year-round Make Music Vermont planning
When to Use: Reference throughout the year; adapt to your chapter's needs
Overview
Make Music Day happens on June 21st, but successful planning requires year-round effort. This timeline helps Vermont chapters and statewide coordinators stay on track with a month-by-month guide to key activities.
Key Date: Sunday, June 21, 2026
Registration Platform: vt.makemusicday.org / Gemini
Late June â July: Wrap-Up Phase
Financial Close-Out
Verify artist payments (complete by end of June)
Review and close out budget (complete by end of June)
Reconcile sponsor fulfillment
Documentation
Collect promo assets
- Photos from all chapters and venues
- Video clips and highlight reels
Distribute and collect audience surveys
Distribute and collect venue/artist feedback surveys
Thank Yous
Send personal thank you cards to venues
Send personal thank you cards to sponsors
Social media wrap-up
- Photo gallery post
- Thank you post tagging partners
- Email newsletter with highlights and stats
Equipment & Debrief
Collect and inventory equipment (tents, PAs, banners, signage)
Informal follow-up with partners
Attend Make Music Alliance summer conference
August â December: Off-Season Development
This is a slower periodâuse it strategically for planning and relationship-building.
Strategic Planning
Debrief with statewide committee and chapter leads
Create and confirm next year's budget
Strategic planning sessions for growth areas
Consider Make Music Winter event (optional)
Development Work
Board/committee member recruitment
Update donors database
Create grants calendar for upcoming deadlines
Online assets audit
- Website review and updates
- Social media cleanup
Brainstorm participatory "play-along" concepts for next year
Relationships
Maintain partner relationships with periodic check-ins
Sign up for volunteer/intern fairs (September)
Connect with college programs (UVM, Middlebury, Vermont colleges)
Alliance Requirements
Alliance requests budget and sends following year contract (December)
Complete contract and return to Alliance
January: Foundation Phase
Staffing & Volunteers
Onboard interns for spring semester
Recruit statewide committee members
Play-Along Events
Outreach to potential partners (schools, music stores, community centers)
Initial planning and brainstorming sessions
Identify potential event leaders
Registration Platform (Gemini)
Proof and verify all copy
- Auto-reply emails
- Venue/artist descriptions
- Automated poster templates
Test registration flow
Government & Media Outreach
Contact Governor's office for proclamation process
Reach out to media sponsors (VPR, Seven Days, local papers)
Identify building lighting opportunities (if applicable)
Partner Outreach
Reach out to larger partners (VT Arts Council, regional arts councils, etc.)
February: Ramp-Up Phase
Play-Along Events
Hold planning meetings with partners
Establish event details and logistics
Determine event leaders
Gemini Rollout Planning
Draft June 21st press release
Schedule email newsletters through June
Create social media content calendar
March: Launch Phase
Registration Goes Live
Gemini platform opens for venue and artist registration
Email newsletter announces registration opening
Social media campaign launches
Send press release to media contacts
Stakeholder Meetings
Onboard new venues
Help artists navigate Gemini registration
Confirm play-along event details with partners
April: Outreach Phase
Venue Relations
Engage with venues on as-needed basis
- Some need more support, some are self-sufficient
- Some want curated lineups, some book their own
Artist Outreach
Active outreach for artist/venue matchmaking
Help unmatched artists find venues
Play-Along Events
Confirm final details
Officially hire/confirm event leaders
Pitch events to Make Music Alliance for national promotion
Communications
Create advertising plan (coordinate with media partners)
Weekly social media posts highlighting venues, artists, chapters
Determine print program details with sponsors
Community Outreach
Promote via Front Porch Forum
Post in targeted community groups
Create social media kit for partners to share
Leverage partner networks to spread the word
May: Finalization Phase
Registration Follow-Up
Phone calls to pending matches (venues or artists with only one side confirmed)
Push for final registrations before deadline
Print Materials
Engage designer for print program (early May)
Send final design to printer (late May)
Play-Along Events
All details finalized
Add events to online calendars
Confirm all event leaders
Communications
Create social media events for play-along activities
Weekly posts highlighting specific events
Weekly newsletters with registration updates
Send press release with event preview
Volunteer Coordination
Recruit day-of volunteers
Coordinate with local colleges for student volunteers
Ensure event insurance if using volunteer platforms
Artist/Venue Support
Ongoing correspondence as needed
Troubleshoot registration issues
EarlyâMid June: Final Countdown
Print Programs
Programs delivered (first week of June)
Distribute to venues immediately
- Email venues with their allocation
- Physical distribution across chapters
Venue Prep
Outreach for self-made posters
Confirm all venue logistics
Day-Of Planning
Determine leadership team placement and routes
Determine resource placement
- PA systems
- Banners and signage
- Tents and supplies
Create communication plan for June 21st
Final Media Push
Media advisory to go out June 20th
Final check-in with all venues and artists
Final newsletter with complete schedule
June 21st: Make Music Day!
Execute day-of plan
Document everything (photos, video, social media)
Real-time social media coverage
Troubleshoot issues as they arise
Celebrate!
Ongoing Year-Round
Recurring Tasks
- Monthly Make Music Alliance chapter calls
- Weekly Gemini platform check-ins (AprilâJune)
- Regular social media presence
Vermont-Specific Considerations
Adapt for Vermont
- Weather: June 21st is generally beautiful, but have indoor backup plans
- Geography: Coordinate across rural areas; some venues may be remote
- Partners: VT Arts Council for grants; local arts councils and community organizations
- Media: VPR, Seven Days, local community papers, Front Porch Forum
- Proclamation: Governor's office for statewide; Selectboards for local
- Unique Venues: Front porches, covered bridges, general stores, farms, town greens
Additional Resources
- Make Music Alliance: makemusicday.org
- Make Music VT: vt.makemusicday.org